Board of Trustees

MONDAY, AUGUST 7, 2023 – 7:30 P.M. 1. Pledge of Allegiance led by Village Clerk Pramod Shah. 2. Call meeting to order and roll call. 3. Approve Consent Agenda. * 4. Approve, as submitted, minutes of regular meeting held Monday, July 17, 2023. **go to** * 5. Approve Voucher List #6-FY24 of August 7, 2023. **go to** 6. Proclamations and Resolutions. 7. Recognition, Awards and Honorary Presentations. 8. Appointments, Reappointments and Resignations. A. Swearing in of the following personnel by Helene Levine, Vice Chair of the Board of Fire and Police Commissioners: Name Old Position New Position Katarzyna Pore Police Officer Police Sergeant * B. Appointment Human Relations Commission: Anthony Agee * C. Reappointments Fine Arts Commission: Michelle Beatrice, Mira Chander, Debra Hatchett, Judy Levan, Doris Liberman, Sonya Osseny, Pamela Sloan, Michelle Thomas, James VanOsdol, Vassilen Vasevski, Sharon Vicker, Ellen Waxberg, Pamela Williams, Jeff Rhodes as Vice Chair and Pamela Garbarini as Chair Performing Arts Center Board: Janis Fine, Barry Layfer, Rene Roy, Andrea Siegel and Terrence Guolee as Chair * D. Resignation Performing Arts Center Board: Barbara Reeder 9. Presentations and Reports. 10. Report of the Village Manager. **go to** A. 2024 Green Alley Program – Design and Construction Engineering Services – Baxter **go to A** Woodman, Inc., Chicago, Illinois - $159,000. * B. Backlot Bash 2023. **go to B** * C. Annual Service Renewal for Microsoft Exchange, O365 & Power BI – Planet **go to C** Technologies, Germantown, Maryland - $37,103.40. * D. Annual Maintenance Contract for Cisco Network Infrastructure - CDW, Chicago, **go to D** Illinois - $31,440.79. 11. Report of the Corporation Counsel. **go to** FIRST READING: A. An ordinance granting relief from Chapter 10, Section 10-10, of the Skokie Village Code **go to A** to allow the temporary sale, possession and consumption of alcoholic liquor on the public right of way and municipal property during specified hours of Skokie’s 16th #612862  annual Backlot Bash. Item A is on the agenda for first reading. The second reading will be on August 21, 2023. 12. Unfinished Business. A. Agenda Items Process for Village Trustees. **go to** 13. New Business. 14. Plan Commission. 15. Public Comment. 16. Adjournment. __________________________ Items marked with an asterisk (*) indicate they are part of the Consent Agenda that contains routine items or items which have already been discussed by the Mayor and Board at a previous public meeting and require a second reading. Items on the Consent Agenda are passed in one vote at the beginning of the Board Meeting. Prior to the vote on the Consent Agenda, the Mayor will inquire if there is any matter which anyone wishes to remove from the Consent Agenda. If there is an item on the Consent Agenda which you wish to address, please inform the Mayor at that time you wish to remove it from the Consent Agenda. #612862 Return to Agenda Return to Agenda Return to Agenda Return to Agenda Return to Agenda Return to Agenda Return to Agenda Return to Agenda Return to Agenda Return to Agenda Return to Agenda Return to Agenda Return to Agenda Return to Agenda Return to Agenda Return to Agenda Return to Agenda Return to Agenda Return to Agenda Return to Agenda Return to Agenda Return to Agenda Return to Agenda Return to Agenda Return to Agenda  Return to Agenda Skokie. The event will include an entertainment stage, carnival, children's events, business exposition, food vendors, bingo tent, 5K race and kids run on Saturday and the Rotary Club pancake breakfast on Sunday. Mayor and Board approval of the Resolution authorizing the Intergovernmental Agreement between the Village of Skokie, the Skokie Park District and the Youth Foundation ofSkokie, Inc. is respectfully requested. C. Annual Service Renewal for MJcrpspft Exchange, 0365 and Pow Planet Technologies, Germantown, Maryland -$37,103.40. The Village of Skokie utilizes Microsoft Exchange 365 for email services. At this time, the annua! contract is up for renewal. To provide uninterrupted support of the network, staff is recommending renewal of the service contract. I concur with staff's recommendation and respectfully request Mayor and Board approval of a contract in the amount of $37,103.40, to be awarded to Planet Technologies. D. Annual Maintenance Contract for Cisco Network Infrastructure - CDW, Chicago, Illinois - $31,440.79. The Village of Skokie uses the services of Cisco Networking Infrastructure to provide networking capability for the entire Village. At this time, the annual hardware/software maintenance and support agreement is up for renewal. Staff recommends entering into a contract with CDW to provide the necessary annual maintenance. I concur with staff's recommendation and respectfully request Mayor and Board approval of a contract in the amount of $31,440.79 to be awarded to CDW. 612951  Return to Mgr Rpt MEMORANDUM Engineering Division A Finance Department TO: John T. Lockerby, Village Manager / , , / /~! FROM: ^^C<. ^/\u{^ ...^ Mike Aleksic, Assistant Finance Director /^ /] 61 ^k^4 Russ Rietveld, Director of Engineering DATE: July 31,2023 SUBJECT: AGENDA ITEM - August 7th, 2023 Board Meeting Village of Skokie 2024 Green Alley Program Design and Construction Engineering Services Last September the Village of Skokie submitted an application for a Metropolitan Water Reclamation District of Greater Chicago(MWRD) Green Infrastructure Partnership to upgrade three more gravel alleys to permeable paver alleys. Our application was not selected for funding this year, however we were notified the requested funding could be provided next year. In order to complete the construction next year, we need to proceed into the design phase and thus this memo pertains to the Engineering Services Agreement. In addition, we will need to enter into an Intergovernmental Agreement(IGA) with MWRD regarding the partnership. The IGA will be presented to the Board at a future meeting for consideration and, among other things, will contain a schedule of pertinent project milestones. The current draft schedule is attached. The cost of Engineering and Construction for the 2024 Green Alley Program is estimated at just over $950,000 and the contemplated MWRD partnership would fund up to $347,000 of those costs. The project pertains to the construction of three permeable paver alleys. The alleys to be upgraded are as follows: alley between Suffield Court and Greenwood Street(Laramie Avenue to Gross Point Road), alley between Lavergne and Bronx Avenues(Gross Point Road to Grove Street), and the dead end alley between Kenton and Kolmar Avenues(north of Lyons Street), a map is attached. These three gravel alleys were identified because they require extensive maintenance from Public Works. The proposed alleys combine penneable pavers with concrete ribbons along the edge. These alleys are constructed above a deep stone base. This base provides storage for over 90,000 gallons ofstormwater under all three proposed alleys and allows the stormwater to infiltrate into the adjacent soil instead of entering the combined sewer system. Reducing the load on the sewer system reduces sewer treatment expenses and the likelihood of floods and erosion. Permeable pavement also allows the earth below to breathe and reduces urban heat island effect which also improves air quality. The Village plans to use Water funds for the design and construction engineering for this project. Pertaining to the Engineering Services, it is recommended that the Village utilize the services of Baxter and Woodman Inc.(B&W). This firm is on the Village's short list of qualified consulting engineers that would be employed on engineering projects which was formulated following a formal Qualifications Based Selection (QBS) process. Furthermore, B&W assisted with the #613102  Return to top of Memo MWRD partnership application for this project and has provided Design and Construction Engineering Services on previous Green Alley projects. In addition, it is requested that the contract be awarded without need for further competitive bidding of the Engineering Services, as permitted under the provisions of the Illinois Professional Services Selection Act. This recommendation to obtain B&W for Design and Construction Engineering Services is predicated on the need to provide continued known service for similar type of work, continuity to the project area, and the firm's knowledge of this project. This is coupled with their very satisfactory past work performance. Based on these factors, it is strongly desired to retain the services of this firm for this next Project. A proposal for these Professional Engineering Services was solicited and negotiated for the subject project, and it is recommended that a contract for Design and Construction Engineering Services be awarded to Baxter and Woodman, Inc., Chicago, Illinois in the amount of $159,000. A detailed scope of work and cost proposal is attached. Please note that the construction phase services, which includes significant documentation required by MWRD, is for part-time services; as Village staff will be involved in the field work. Thus, it is recommended that the Mayor and Board of Trustees authorize the award of a contract to Baxter Woodman Inc., Chicago, Illinois, in the not to exceed amount of $159,000.00, for Design and Construction Engineering Services for this Village of Skokie 2024 Green Alley Program. In conclusion, we ask that you please present this recommendation to the Mayor and Board of Trustees for review and approval at the August 7, 2023 regularly scheduled meeting: Please contact us if there are any questions. RR/MA Attachments ec: Michael Lorge, Corporation Counsel Max Slankard, Director of Public Works Samantha Maximilian, Senior Engineer Julian Prendi, Finance Director Nicholas Wyatt, Assistant Village Manager #613102  Return to top of Memo Category Project Milestone Due Date IGA 1^ Draft reviewed & 9/1/23 returned to MWRD ~T" MWRD law-reviewed IGA 9/29/23 IGA returned to partner (if needed) 1GA 2nd Draft 10/22/23 returned back to MWRD Partner Board votes oit IGA 11/8/23 30% Design to MWR D 9/15/23 MWR13 comments back to 9/29/23 partner 60% Design to MWRD 10/27/23 Design MWRD commcsUs back to 11/10/23 partncr 98% Design to MWRD 12/8/23 MWRD ccmimenls back to 12/22/23 panner IGA canceled if construction 10/1/24 not awarded by Construction & IGA canceEed ifcon.struction 12/1/24 ReimbuFS^nwnt not .suhsfanfmlly co>U|^ete1yy Final Reimbursement Request 12/15S/24 toMWRO ^613102  Return to top of Memo Green Alley Improvements: Project Locations N Overall Locations Skokie, II #613102  Return to top of Memo BAXTE OODNAN lti;i'.[|ti;i.;j Enynn.'ui •; June 16, 2023 Mr. Russ Rietveld, PE Director of Engineering Village of Skokie 5127 Oakton Street Skokie, Illinois 60077 Subject: 2024 Green Alleys - Design & Construction Engineering Proposal for Professional Engineering Services Dear Mr. Rietveld: Baxter & Woodman, Inc. is ready to use our knowledge, experience, and enthusiasm to assist the Village of Skokie with design of the Village's 2024 Green Alley Program. LOCATION: This Project is located at various locations within the Village of Skokie (see Attachment A - location maps): Alley Limits Length 8900 Laramie - Gross Point Between Suffield Court & Approximately 1,000 feet Greenwood Street 9000 Bronx-Lavergne Between Lavergne Ave, Grove St/ & Bronx Approximately 635 feet Avenue 9300 Kolmar- Kenton Between KentonAve& KolmarAve/ Approximately 427 feet North of Lyons St PROJECT UNDERSTANDING: The three existing sections of alley have deteriorating oil and chip surfaces with concrete aprons connecting garages to the alleys. Stormwater runoff is designed to drain to intersecting streets. The work included in the project consists of preparing Phase II design plans, specifications, and bidding documents. Our services also include assistance with MWRD Green Infrastructure Funding Partnership administration. #613102  Return to top of Memo BAXTER WOODMAN The Phase II design consists of completing design drawings for reconstruction of the alleys with penneable pavers bordered by concrete aprons. Soil borings will be obtained to assess subgrade soils and evaluate potential impacts to design. The Project will use MWRD Green Infrastructure Partnership Funding, and will be subject to review and collaboration with MWRD. Our scope of services, schedule, and fee are presented below. SCOPE_QF SERVICES - DESIGN A. PROJECT COORDINATION 1. PROJECT MANAGEMENT-Plan, schedule/ and control activities to complete the Project. These activities include, but are not limited to budget, schedule/ and scope. Submit a monthly status report via email describing tasks completed the previous month and outlining goals for the subsequent month 2. PROJECT MEETINGS a. Conduct one (1) klckoff meeting with staff during design of the Project to clarify staff wishes, design questions, and/or construction methods. b. Conduct one (1) design status meeting in which preliminary and initial layout is approved. c. Conduct one (1) virtual meeting with MWRD staff B. DATA COLLECTION 1. COLLECT EXISTING FILES - Obtain/ review, and evaluate the following information provided by the Owner for use in design: utility atlases; GIS shape files surrounding the Project limits; aerial photography; environmental studies; maintenance and flooding records; drainage studies; hydrologic and hydraulic information and calculations; and Right of Way information, geotechnical data. 2. TOPOGRAPHIC SURVEY a. Perform topographic survey of the Project limits in order to develop base sheets for Project plan drawings. State plane coordinates and NAVD 88 wili be used for horizontal and vertical controls. Collect drainage structure condition/ inverts, size, and flow direction. b. Develop base sheets from topographic survey data, including creating lists of deficient items for clarification at future site visits. Mr. Russ Rietveld, June 16, 2023 PE 221624.00 • Page  Return to top of Memo BAXTER WOODNAN 3. SITE VISITS FOR DESIGNERS a. Conduct one (1) site visit to famitiarize the designer(s) with the sites, clarify any discrepancies on the Drawings/ and identify the horizontal and vertical alignment of the storm sewer pipe. b. Walk the routes with staff to resolve deficient/questionable items from the topographic survey; evaluate the condition of existing pavements, drainage structures/ and curb and gutter; confirm the horizontal and vertical alignment of new sewers; identify areas conducive for contractor staging; identify parkway features to be protected, and evaluate restoration options. c. Prepare guidelines for protection of parkway features/trees/ traffic control, construction staging, and restoration for the Owner s use in communicating with residents, and for use during detailed design. 4. UTILITY COORDINATION a. Complete a Design Stage Request with JULIE, which consists of obtaining names and phone numbers of utilities located within the work area. b. Contact utilities, obtain atlases where available, and provide preliminary plan sheets to utility companies for their markup and return. c. If utility relocates are found to be needed due to conflict with a proposed sewer, work with utility company engineers to provide information and assistance as needed. 5. GEOTECHNICAL INVESTIGATION AND CCDD DOCUMENTATION [SEE ATTACHMENT D] a. Arrange for a geotechnical sub-consultant to make soil borings, 10 foot depth, collect and analyze soil samples/ determine groundwater levels and prepare a written report for structural design. Four (4) soil borings are included. b. Arrange for a sub-consultant to make pavement cores of the surface and base material for determining the composition of the existing pavement material within the Project limits. c. Based on the findings of the Environmental Screening and PESA, utilize soil borings for the testing the potential classification of CCDD. Facilitate completion of IEPA Form 662 (or 663, if necessary) to assist with estimating disposal costs, if needed. C. PRELIMINARY DESIGN 1. PRELIMINARY DESIGN a. Determine the preferred geometric layout and cross section throughout the Project. Identify design constraints including clear zone, obstructions/ drainage limitations, and potential design exceptions. b. Prepare preliminary green infrastructure and storm sewer design for the proposed improvements. Mr. Russ Rietveld, June 16, 2023 PE 221624.00 • Page  Return to top of Memo BAXTER WOODMAN 2. PRELIMINARY DESIGN DOCUMENTS a. Develop base sheets from topographic survey data. b. Indicate the location of utilities that can be obtained from the best available records, including utility company atlases. c. Prepare Design Documents consisting of Drawings showing the extent and character of construction work to be furnished and performed by the Contractors) selected by the Owner and Specifications/ which will be prepared in conformance with IDOT/Village format. d. Prepare preliminary plan sheets (60% and 90% milestones) that indicate the proposed layout of design elements, including proposed installation methods/ and areas of possible problems or difficulties. 3. PRELIMINARY ENGINEER'S OPINION OF PROBABLE COST - Prepare Opinions of Probable Construction and Total Project Costs (EOPC) for the Project including: construction cost; contingencies; construction engineering services; and, on the basis of information furnished by the Owner, allowances for legal services; financial consultants; and any administrative services or other costs necessary for completion of the Project. D. PERMITS AND AGENCY COORDINATION 1. Coordinate with MWRD and incorporate all MWRD Green Infrastructure grant funding requirements into the project documents 2. Submit the design documents to obtain permits from MWRD. 3. Apply for an Owner site work permit, building permit/ and/or tree removal and preservation permit/ if required. E. FINAL CONSTRUCTION DOCUMENTS 1. FINAL DESIGN a. Review and respond to Preliminary (60%) and Pre-Flnal (90%) plan sheets comments. b. Finalize the preferred geometric layout and cross section throughout the Project. c. Finalize the green infrastructure and storm sewer design for the proposed Improvements. 2. DESIGN DOCUMENTS FOR BID a. Provide details of design elements and construction requirements. b. Indicate location of all utilities that can be obtained from the best available records, including utility company atlases. c. Create all legends, general notes, details/ and designer instructions to contractors, to create a final set of construction drawings. d. Prepare Design Documents consisting of Drawings showing the general scope, extent and character of construction work to be furnished and performed by the Mr. Russ Rietveld, June 16, 2023 PE 221624.00'Page  Return to top of Memo BAXTER WOODNAN Contractor(s) selected by the Owner and Specifications, which will be prepared in confomnance with IDOTA/illage format. e. Both Pre-final (95%) and Final (100%) plan sheets and contract documents submittals are anticipated for this Project. 3. ENGINEER'S OPINION OF PROBABLE COST - Prepare Opinions of Probable Construction and Total Project Costs (EOPC) for the Project including construction cost; contingencies; construction engineering services or other costs necessary for completion of the Project. 4. CONTRACT DOCUMENTS - Prepare for review and approval by the Owner the forms of Construction Contract Documents consisting of Advertisement for Bids/ Bidder Instructions, Bid Form, Agreement, Performance Bond Form, Payment Bond Form, General Conditions, and Supplementary Conditions/ where appropriate, based upon standard Owner contract documents. F. QA/Q.C - Perform in-house milestone and constructability reviews by senior staff during project initiation, preliminary/ pre-final, and final submittals. Provide ongoing reviews of permitting and utility coordination efforts. Conduct milestone reviews of subconsultants and provide feedback throughout the progress of work. G. ASSISTANCE DURING BIDDING 1. BID ADVERTISEMENT a. Assist the Owner in solicitation of construction bids from as many qualified bidders as possible. b. Set bid dates with Owner, create Advertisement for Bids (AFB), provide AFB to Owner for publication, and mail advertisement to selected prospective bidders. c. Answer bidders' questions during bid period. 2. ADDENDUMS - Issue necessary Addenda to plan holders as necessary. 3. BID OPENING a. Attend bid opening with staff and assist in reviewing and checking of bid package submittals as required. b. Tabulate bids received and review all bid submittals to verify low bid is responsive and responsible. c. Issue a Letter of Recommendation to Award the construction contract to the Owner for their action. SCOPE OF SERVICES - CONSTRUCTION SERVICES: 1. POST BID DESIGNER COORDINATION 1.1 Utility Locates & Coordination: Provide ongoing coordination of utility relocation efforts as requested by the Village. Mr. Russ Rietveld, June 16, 2023 PE 221624.00-Page  Return to top of Memo BAXTER WOODNAN 1.2 Bid Document Review and Clarification Assistance: Provide design assistance and clarification for bid documents before and during construction when requested by the Village or construction staff. 2. PHASE III CONSTRUCTION ASSISTANCE Act as the Owner's representative with duties, responsibilities, and limitations of authority as assigned in the construction contract documents. 2.1 Project Initiation A. Prepare Award Letter, Agreement, Contract Documents, Performance/Payment Bonds; and Notice to Proceed. Receive Contractor insurance documents. B. Attend and prepare minutes for the preconstruction conference, and review the Contractor's proposed construction schedule and list of subcontractors. 2.2 Construction Administration A. Attend periodic construction progress meetings. B. Shop drawing and submittal review by Engineer shall apply only to the items in the submissions and only for the purpose of assessing, if upon installation or incorporation in the Project, they are generally consistent with the construction documents. Owner agrees that the contractor is solely responsible for the submissions (regardless of the format in which provided, Le., hard copy or electronic transmission) and for compliance with the contract documents. Owner further agrees that the Engineer s review and action in relation to these submissions shall not constitute the provision of means/ methods, techniques/ sequencing or procedures of construction or extend to safety programs of precautions. Engineer s consideration of a component does not constitute acceptance of the assembled item. C. Review construction record drawings for completeness as prepared by the Contractor. D. Prepare construction contract change orders and work directives when authorized by the Owner. E. Review the Contractor s requests for payments as construction work progresses/ and advise the Owner of amounts due and payable to the Contractor in accordance with the terms of the construction contract documents. F. Research and prepare written response by Engineer to request for information from the Owner and Contractor. G. Project manager or other office staff visit site as needed. 2.3 Field Observation - PART TIME SCHEDULE - We have estimated the construction activity duration of 14 weeks with 12 hours of B&W inspector time (including travel time) per week. If additional inspection Mr. Russ Rietveld, June 16, 2023 PE 221624.00'Page  Return to top of Memo BAXTER WOODNAN time is required or requested by the Village, this can be provided at additional scope and fee. A. Engineer will provide a Resident Project Representative at the construction site on a periodic part-time basis from the Engineer' office of not more than eight (8) hours per regular weekday, including travel time, and not including legal holidays (approximately 12 hours per week, for up to 168 hours) as deemed necessary by the Engineer, to assist the Contractor with interpretation of the Drawings and Specifications, to observe in general if the Contractor's work is in conformity with the Final Design Documents, and to monitor the Contractor's progress as related to the Construction Contract date of completion. B. Through standard/ reasonable means, Engineer will become generally familiar with observable completed work. If the Engineer observes completed work that is inconsistent with the construction documents, that information shall be communicated to the contractor and Owner to address. Engineer shall not supervise, direct, control, or have charge or authority over any contractor's work, nor shall the Engineer have authority over or be responsible for the means, methods, techniques, sequences, or procedures of construction selected or used by any contractor, or the safety precautions and programs incident thereto, for security or safety at the site, nor for any failure of any contractor to comply with laws and regulations applicable to such contractor's furnishing and performing of its work. Engineer neither guarantees the performance of any contractor nor assumes responsibility for any contractor's failure to furnish and perform the work in accordance with the contract documents, which contractor is solely responsible for its errors, omissions, and failure to carry out the work. Engineer shall not be responsible for the acts or omissions of any contractor, subcontractor, or supplier, or of any of their agents or employees or any other person, (except Engineer's own agents, employees, and consultants) at the site or otherwise furnishing or performing any work; or for any decision made regarding the contract documents, or any application, Interpretation, or clarification, of the contract documents, other than those made by the Engineer. C. Part-Time Field Observation provides that the Resident Project Representative will make intermittent site visits to observe the progress and quality of Contractor's executed Work. Part-Time Field Observation does not guarantee the Engineer will observe or comment on work completed by the contractor at times the Resident Project Representative is not present on site. Such visits and observations by the Resident Project Representative, if any, are not intended to be exhaustive or to extend to every aspect of Contractor's Work in progress or to Involve detailed inspections of Contractor's Work in progress beyond the IVfr. Russ Rietveld, June 16, 2023 PE 221624.00'Page  Return to top of Memo BAXTER WOODMAN responsibilities specifically assigned to Engineer in this Agreement and the Contract Documents, but rather are to be limited to spot checking, selective sampling, and similar methods of general observation of the Work based on Engineer's exercise of professional judgment as assisted by the Resident Project Representative, if any. D. Provide the necessary base lines, benchmarks, and reference points to enable the Contractor to proceed with the work. E. Keep a daily record of the Contractor's work on those days that the Engineers are at the construction site including notations on the nature and cost of any extra work. 2.4 Project Completion A. Provide construction inspection services when notified by the Contractor that the Project is complete. Prepare written punch lists during final completion inspections. B. Review the Contractor's written guarantees and issue a Notice of Acceptability for the Project by the Owner. C. Review the Contractor's requests for final payment, and advise the Owner of the amounts due and payable to the Contractor in accordance with the terms of the construction contract documents. D. Review construction record drawings/ to be prepared and provided by the Contractor, which show field measured dimensions of the completed work which the Engineers consider significant. The Contractor will then provide the Owner with an electronic copy within ninety (90) days of the Project completion. 2.5 MWRD Construction Documentation A. Prepare necessary progress and closeout documentation required for MWRD grant funding. ITEMS NOT INCLUDED 1. Land Acquisition assistance 2. lEPA/SWPPP/EcoCAT coordination as project area is under 1.0 acres. SCHEDULE Our anticipated schedule is included as Attachment C. Mr. Russ Rietveld, June 16, 2023 PE 221624.00-Page  Return to top of Memo BAXTER WOODNAN FEE The Village shall pay the Engineer for services performed or furnished, which in total will not exceed $159,000.00. A summary of the manhours and fee is included as Attachment B. The attached Standard Terms and Conditions apply to this Proposal. If you find this Proposal acceptable, please sign and return one copy for our files We look forward to working with you on this Project. Please call if you have any questions. Sincerely, BAXTER & WOODMAN, INC. CONSULTING ENGINEERS ^W:t^Jrf@ft<PE A^Eiate Vice Pr TLH:mjm Attachment VILLAGE OF SKOKIE, ILLINOIS ACCEPTED BY: TITLE: DATED: \\corp.baxwood.com\projectV\zure\SKOKI\221624-2023 Green Alleys\Contracts\Design & Construction Contract\221624.40_Proposal_GreenAHeyDesign&CS.doc^; Mr. Russ Rietveld, June 16, 2023 PE 221624.00'Page  Return to Mgr Rpt Memorandum B Manager's Office TO: John T. Lockerby, Village Manager FROM: ^^[^)^ Nichol^ A Wyat^, assistant Village Manager DATE: July 28, 2023 SUBJECT: Backlot Bash Agenda Item The Skokie Park District, the Skokie Public Library and the Chamber of Commerce are again planning the Backlot Bash, a summer tradition in downtown Skokie. The event is planned for Friday through Sunday, August 25 through 27, 2023. The Backiot Bash event will again consist of an entertainment stage, carnival, children's events, business exposition, food vendors, bingo tent, 5K race and kids run on Saturday, and the Rotary Club Pancake Breakfast on Sunday. The location of the event remains largely the same, utilizing the mtersection of Floral Avenue and Oakton Street and the adjacent municipal parking lots. The location requires closing Oakton Street between Lincoln Avenue and Laramie Street as well as a portion of Floral Avenue. Lincoln Avenue from Oakton to Brown Streets will not be closed this year as it was in the previous two years. Village parking lots in this area also will be closed as necessary. Village Hall operations will not be altered during the festival. The Village will be open for business as usual on Friday, August 25. Sufficient parking for Village Hall patrons will remain reserved through the end of business hours that day. The Farmers' Market will occur on Sunday as usual but will be relocated to the Skokie Public Library west parking lot. Village Board consideration and approval is respectfully requested for a resolution approving an Intergovernmental Agreement amongst the Village of Skokie, the Skokie Park District and Youth Foundation of Skokie, Inc. pertaining to the Backlot Bash. Attachments 302864vl0  Return to top of Memo MML: *8/7/23 Manager's Report THIS RESOLUTION MAY BE CITED AS VILLAGE RESOLUTION 23-8-R- A RESOLUTION APPROVING AND AUTHORIZING AN INTERGOVERNMENTAL AGREEMENT BETWEEN THE VILLAGE OF SKOKIE, THE SKOKIE PARK DISTRICT AND THE YOUTH FOUNDATION OF SKOKIE, INC. AND INDEMNIFICATION OF THE ILLINOIS DEPARTMENT OF TRANSPORTATION FOR THE UTILIZATION OF STATE RIGHT OF WAY PERTAINING TO SKOKIE'S 2023 BACKLOT BASH 1 WHEREAS, the Skokie Park District (hereinafter "District) and the Village of Skokie 2 (hereinafter "Village") may enter into intergovernmental cooperation agreements pursuant to art.vii, 3 see. 10, of the Constitution of the State of Illinois (1970), and the Intergovernmental Cooperation 4 Act, 5 ILCS 220/1 et seq. (2010); and 5 WHEREAS, the District is planning the 16th Annual Summer Downtown festival and carnival 6 titled Skokie's Backlot Bash (hereinafter "Event"), to take place on August 25, 26 and 27,2023; and 7 WHEREAS, the festival and carnival will utilize Village owned parking lots and portions of 8 the public ways at and around the intersection of Floral Avenue and Oakton Street and a portion of 9 Lincoln Avenue; and 10 WHEREAS, the following streets will be dosed to vehicle traffic beginning Thursday, August n 24th through the duration of the Event: 12 • Oakton Street between the west side of the intersection of Lincoln Avenue and 13 Oakton Street; 14 • Oakton Street between the east side of the intersection of Lockwood Avenue and 15 Oakton Street; 16 • Flora) Avenue, south of Brown Street and north of Oakton Street; and 17 WHEREAS, additionally, the following parking lots will be closed for public use beginning is Thursday, August 24th through the duration of the Event: 19 • Lot north of Oakton Street and west of Floral Avenue; 20 • Lots in the block bounded by Oakton Street, Lincoln Avenue, Brown Street and 21 Floral Avenue; 22 • Lot south of Oakton Street and west of Village Hall; and 23 WHEREAS, The Youth Foundation of Skokie, Inc. (hereinafter "Foundation"), an Illinois not- 24 for-profit corporation, desires to conduct a bingo game on the Village Green located adjacent to the 25 Village Hall; and 26 Page 1 of 10 VOSDOCS-#612870-v1-Resolution_2023-!ntergovernmentaLAgreement_Skol<ie_Park_DistricL&_Youth_Foundation_Back!ot_Bash_2023  Return to top of Memo WHEREAS, the Corporation Counsel and Village Manager recommend to the Mayor and Board of Trustees that the Intergovernmental Agreement between the Village of Skokie, the Skokie Park District and The Youth Foundation of Skokie, Inc., a copy of which is attached hereto and marked Exhibit "1", for the 2023 Summer Downtown Festival known as Skokie's Backtot Bash, be approved substantially in the form attached, subject to changes approved by the Corporation Counsel and Village Manager or designee; NOW, THEREFORE, BE IT RESOLVED by the Mayor and Board of Trustees of the Village ofSkokie, Cook County, Illinois; 9 1 That the Intergovernmental Agreement between the Village of Skokie, Skokie Park District 10 and The Youth Foundation of Skokie, Inc. for the 2023 Summer Downtown Festival known as 11 Skokie's Backlot Bash, a copy of which is attached hereto and marked Exhibit "1", subject to 12 changes approved by the Corporation Counsel and Village Manager or designee, be and the 13 same is hereby approved. 14 2. That the ViHage Manager is hereby authorized to execute the Intergovernmental Agreement 15 between the Village of Skokie, Skokie Park District and The Youth Foundation of Skokie, Inc. 16 for the 2023 Summer Downtown Festival known as Skokie's Backlot Bash, a copy of which is 17 attached hereto and marked Exhibit "1", subject to changes approved by the Corporation 18 Counsel and Village Manager or designee. 19 The Village wil! provide for efficient, all weather detours, which wiil be maintained 20 conspicuously marked and judiciousfy patrolled by Skokie Police personnel for the benefit of 21 traffic deviated from the State Route (Lincoln Avenue from Oakton Street to Brown Street). 22 23 PASSED this day of August, 2023. 24 25 Ayes: 26 Viliage Clerk 27 Nays: 28 Absent: 29 Approved by me this day of 30 Attest: August, 2023. 31 32 33 Village Clerk Mayor Village of Skokie Page 2 of 10 VOSDOCS-#612870-v1-ResokJtion_2023- lntergovemmental_Agreement_Skokie_Park_District_&_Youth_Foundation_Backlot_Bash_2023  Return to top of Memo Exhibit 1 INTERGOVERNMENTAL AGREEMENT BETWEEN THE VILLAGE OF SKOKIE. SKOKIE PARK DISTRICT AND THE YOUTH FOUNDATION OF SKOKIE, INC. This Intergovernmental Agreement is entered into this „ day of_, 2023 by and amongst the Skotde Park District (hereinafler "District"), an Hlinois Park District, The Youth Foundation of Skokie, Inc. (hereinafter Toundatron"), an Illinois not-for-profit corporation, and the Village of Skotoe (hereinafter 'Village"), an Illinois munidpal cofporation. RECITALS WHEREAS, the District and the Viilage may enter into intergovernmental cooperation agreements pursuant to art. vsi. Sec. 10, of the Constitution of the State of///;nof5(1970), and the Intergovemmenta! Cooperation Act, 5 ILCS 220/1 et seq. (2010); and WHEREAS, the District is planning a late summer festival and carnival entitled Skotae's Bad<So( Bssh (hereinafter "Evenf), to take place on August 25, 26 and 27, 2023;and WHEREAS, the festival and carnival wilt utilize Village owned parking lots and portions of the public ways at and around the intersection of Flora) Avenue and Oakton Street and a layout of the event is depicted on Exhibit "A" attached hereto; and WHEREAS, the Village has granted pemnission for the dosure of Oakton Street betv/een the v/est side of the intersection of Lincoln Avenue and Oakton Street and the east side of the intersection of Lockwood Avenue and Oakton Street; and WHEREAS, the Village has granted permission for the closure of Floral Avenue south of Brown Street and north of Oakton Street and the closure of the foflov/ing parking lots: (i) north of Oakton Street and v/est of Floral Avenue; (ii) the lots in the block bounded by Oskton Street, Lincofn Avenue, Brown Street and Flora) Avenue; and (iii) the !ot south of Oakton Street and west of Village Hall; and WHEREAS, the Village has gh/en the District a grant of 812,000.00 to assist in defraying the costs of the Event; and WHEREAS, the District has made, of will maKe, an application to the Village Manager for a special event permit; WHEREAS, the District has requested, or will request, from the Local Uquor Commissioner a temporary permit for a special event \l^or license for the 2 and Vs day event, authorized pursuant to Section 10-40 of the Village Code; and WHEREAS, the District intends to restrict and limit the consumption of alcohol to a defined and fenced-in area located on a portion of the public right of way of OaKton Street. the Village Green and a portion of the Village Mali parking lot and the Mayor and Board of Trustees adopted Viilage Ordinance Number_. v/hich atrthwized the sate and consumption of alcoholic Ikiuor on a portion of Floral Avenue or Oakton Street; and WHEREAS, the Foundation intends to operate a bingo game, pursuant to State statutes authorizing the conduct of bingo, 230 !LCS 25/1 et seq. (2006). at the Event on the a portion of the Village Green adjacent to Village Hall; NOW, THEREFORE, in consideration of the mutual promises contained herein and for ottwf good and valuable consideration, the parties agree as follows: Pace 1 of 8 Page 3 of 10 VOSDOCS-#612870-v1-Resolution_2023- intergovernmentaLAgreement_Skokie^Par^District^&^Youth_Foundation_BacklotJ3ash_2023  Return to top of Memo 1. The above stated recitals are material and are restated and incofporated herein as if stated in full 2. The Village hereby authorizes the District to utilize the public rights ofv/ay and the paridng lots in a manner consistent with the Event Plan. The Event Plan is defined as the special event application filed by the District with the Village together v/ith all documents provided to the Vitlage m support of the appiication. The area in v4iich the Event v/ill be operated is referred to as the Event Site. The Event Site is shown in the Event Plan and is depicted on Exhibit *A>'. 3. The hours of the Event will be: August 25, 2023, from 6:00 p.m. to 10:00 p.m.; August 26, 2023, from 6:00 a.m. to 10:00 p.m.; and August 27, 2023 from 8:00 a.m. to 8:00 p m. 4. The District is the main sponsor of the Event and shall be responsible for all operations of the Event The Dtetrict may have co-sponsors of the Event, however, the Vrilage shatt ?Ey be required to communicate directly with the District's Event Directors and rely on the District and the Event Directors to ensure thai all operations are in compliance with the Event Plan and the Village Code, other Village Ordinances and State and Fe<teral laws 5. The District shall designate two indh/iduats as the Event Directors. One of the Event Directors shall be on the Event site at all times that the Event is open to the public. The Event Directors shall be available at all other times by celluiar telephone. The Superintendent of the District shall provide v/ritten notice to the Village of the Event Directors' identities and their telephone numbers. 6. The District shall have the responsibility for securing the Event Site in the off hours of the event The District shall hire a private security firm to fuifil! this obligation and said security firm shall cooperate fully with the SRoRie Poiice Department on any issues before, dunng and after the Event, in order to ensure a safe Event 7. The public rights of way that witf be dosed to vehicuiar traffic for the duration of the event are: the Flora! Avenue portion commencing on August 25, 2023, at 12:00 p.m. through August 28, 2023, at 2:00 am; and the Oakton Street portion commencing on August 24, 2023, at 12:00 p.m. through August 28,2023, at 2:00 am. and the Lincoln Avenue portion commencing on August 24, 2023. at 12:00 p m. through August 28, 2023, at 2:00 a.m The District shall perfect the closure of the public rights of way with barricades and other necessary safety equipment, v/hich it will obtain through a third party vendor. The District is responsible for the set-up of the barricades and safety equipment and their removal after the Event and the Village will coordinate with the vendor. 8. The parking tots in the biocK bounded by Oakton Street Lincoln Avenue. Brown Street and Ftoral Avenue will be dosed to allow the camh/al to set-up and operate from 7:00 a.m on August 24, 2023, through 12:00 a.m. (midnight) on August 28, 2023. The District acknowietfges that there are storm water storage tanks underneath a portion of the aforementioned paiking lots, consequently the District agrees that neither the District nor any agent thereof, will use any type of instrument to penetrate the asphalt of the aforementioned parking lots. The pariang tot north of Oakton Street and west of Floral Avenue will be dosed from 5:30 p.m. August 23, 2023, through 11:59 p.m. August 27. 2023. The north 1/3 of the parking tot south of Oakton Street west of Village Hail wi!t be dosed from 12:00 p.m. August 24. 2023, through 11:59 p.m. August 27, 2023. The remaining 2/3 of the parking lot south ofOakton Street will be dosed from 5:00 p.m. August 24.2023, through 11:59 p.m. August 27, 2023. The District will ensure that the operations Page 2 of 8 Page 4 of 10 VOSDOCS~l'ffi12870-v1-Resolution,__2023- Intergovernmental_Agreement_Skokie_Park_District_&_Youth_Foundation_ Backlot_Bash_2023  Return to top of Memo of the Event do not conflict or interfere v^ith the Farmer's Market operated by the Village. The Farmers Market is being relocated to the west lot, west of the Library and will run from 7:30 a.m through 12:00 p.m., August 27. 2023. 9. The District shall ensure that the Event Site is kept dean and shatl facilitate all refuse collection during and after the Event. The District shall engage a company to provt(te trash dumpsters that v/ilt be emptied each day. The District shall be responsible for providing a sufficient number of individual refuse containers and for transporting the trash from the refuse containers to the dumpsters for the (turation of the Event. At least once a day during the Event, and on the morning of August 28, 2023, the District shaH have its staff patrol the public rights of way for a distance of four blocks from the perimeter of the Event Site and remove any Event-related trash that exists in the public rights of way. 10. The District shall provkie sufficient portable toilets for the expected crowd and shall submit that number to the Village. The company hired by the District shall make sure that each toilet is serviced prior to the commencement of each day of the Event. The District shall make sure that the portable toilets are removed prior to 2:00 a.m. on August 28, 2023. 11. The District shall maintain general liability and liquof liability insurance in the amount of three million dollars ($3,000,000) each and shali name the Village as an additions! insured. The District shall provide to the Village a Certificate of insurance indicating that it is in compliance with the requirements of this paragraph 9. A copy of said certificate is attached hereto as Exhibit "8°. 12. The District shall reimburse the Village for any damage caused to the Village's property of the public rights of way arising out of or connection with the (i) delivery of material and equipment for the Event, (ii) assembly and construction of exhibits, booths, stages, carnival rides and games, tents, canopies, seating areas, fencing, and at! other structures of any type, (iii) operation of the Event, Qv) dismantling of all such structures referenced in Clause (v) of this paragraph 12, and (vi) vacation of the Event Site. 13. The District shall pay all costs and expenses associated with Village staff, equipment and water service, utilized to support the Event or to control traffic and to ensure a safe environment for the Event, including but not limited to staff and equipment provided by the Skokie Police Department, the Skokie Fire Department and the Skokie Department of Public Works. A copy of the Village's estimated costs is attached hereto as Exhibit 'C!t. The Village shaft submit an invoice to the District wftftin 30 days after the Event 14. The Village shall make available potable water for use by the food venders. Use of said water shall be metered and all charges will be submitted to the District as part of the invoice, referred to in paragraph 13. District shall provide to the Village specific vendor information at least seven days prior to the Event for the purposes of planning and execution. 15. The District shall sponsor, operate and maintain a beer area (hereinafter referred to as 'Area') in v/hicti service of alcoholic liquor will occur induding but not limited to beer, wine and alcoholic spirits. The District is responsible for securing any and all required state and iocal licenses or permits. No person shall be served alcoholic liquor that is under the age of 21 years. The District shall hire security personnel to verify valid identification and secure wrist tags on those persons of legal age to consume alcoholic liquor upon their entering the Area. The District shall not allow alcoholic liquor to be removed from the Area, or to be otherwise possessed or consumed on the Event Site Page 5 of 10 VOSDOCS-#612870-v1-Resofution_2023- !ntergovernmenta!_Agreement_Skokie_Park^DistricL&__Youth_Foundation_Backlot_Bash_2023  Return to top of Memo outside of the Area. All service of atcohot shall cease at 10:00 p.m. on August 25th and August 26n. On August 27th, service of alcohol shall cease at 8:00 p.nz 16. The Village hereby agrees to indemnify and hold the District and the District's officers, employees and agents, harmless of and from any and all ctaims, costs, liabilities, damages, expenses, lawsuits or other obligations, including but not limited to attorneys' fees, that may be made by any person or organization for personal injury or property damage arising out of or connection with the actions, conduct or omissions by any of the Village's ofRcers, empioyees or agents immediately prior to, during or immediatety after ttie Event. 17. The District hereby agrees to indemnify and hotd the VJitage and the Village's ofRcers, empioyees and agents, harmless of and from any and all claims, costs, liabilities, damages, expenses, lawsuits or other obligations, including but not limited to attorneys' fees, that may be made by any person or organization for personal injury or property damage arising out of or in connection with (i) the actions, conduct or omissions by any of the District's officers, employees, volunteers, or agents Immediately prior to, during of immediately after the Event, (ii) the District's use of the parking lots or pubtic rights of way referenced in this Agreement (iii) the operation of the Tent, (iv) the operation of the Event or (v) the bingo site and the operation of the bingo game. 18. The Foundation is authorized to operate a bingo game during the Event on a portion of the Village Green situated adjacent to the Village Halt. The bingo game shall be operated in compliance with State statutes regulating the licensing and taxation of the conduct of bingo, 230 ILCS 25/1 et seq. (2006). The Foundation shall pay all costs and expenses associated with the establishment and set-up of the bingo site, the operation of the bingo game, the removal of all equipment and supplies utilized with the bingo game, and the restoration of the bingo site to the condition that existed prior to the Event. 19. The Foundation shall reimburse the Village for any and all expenses incurred by the Village in relation to the bingo game, induding, but not limited, licensing fees, out of pocket expenses, the removal of equipment and suppiies, and restoration of the bingo site. The Foundation shall demonstrate that it has sufficient insurance to protect it against liability and shall name the VHtage as an additional insured on such policy. 20. The Foundation hereby agrees to indemnify and hold the Village and the Village's officers, employees and agents, harmless of and from any and all claims, costs. liabilities, damages, expenses. !av/suits or other obligations, including but not limited to attorneys' fees, that may be made by any person or organization for personal injury or property damage arising out of or in connection v/ith (i) the actions, conduct or omissions by any of the Foundation's officers. employees, volunteers, or agents immediately prior to, during or immediately after the Event, (ii) the Foundation's use of the parking lot referenced in this Agreement, or (iii) the operation of the bingo site. 21. The District shall sponsor a Backlot Dash 5K and kids run on Saturday. August 26,2023 The route will start and finish at the Sactdot Bash site and will go through the neighborhoods south and north of Oaklon Street The District shall notify the properties affected by the street closures and ensure minimal disturbance is made to the neighborhood. Whereof, the parties have agreed to the terms and provisions of this Agreement and have evidenced their agreement by causing their duly authorized officers to affix their signatures below Page 6 of 10 VOSDOCS-#612870-vt -Resolution_2023- !ntergovernmental_Agreement_Skokie_Parl<_DJstrict_&_Youth^Foundation_Back)ot_Bash_2023  Return to top of Memo Skokie Park District Village of SkoRie By. By. its Director its Village Manager AHest: Attest Its its Village Clerk The Youth Foundation of SRokie By, its President Anest By. its Secretary Page 7 of 10 VOSDOCS-#612870-v1-Resolution_2023- !ntergovemmenta!_Agreement_Skokie_Park_District_&_Youth_Foundation_Backlot^Bash_2023  Return to top of Memo Exhibit A Beer Area Is outlined Blue lines are access points i-'.UiO »' Of ^ Page 8 of 10 VOSDOCS-#612870-v1-Resolution_2023- lntergovernmental_Agreement_Skokie_Park_DistricL&_Youth_Foundation_Backlot_Bash_2023  Return to top of Memo Exhibit B CERTIFICATE OF COVERAGE Nanr and Addreaa of Agancy Name and Addm of Member Pfk Dtttftd Ri»k Mdnagemfrnt Agency Skokw Park 0»tr>d 2033 Buflmgton Avenue 9300 Webw Park Place Li»le.lH<noi»60&32.1646 Skotuc.(L60077 630 769 0332 SCOPE OF COVERAGE The Park Oi&trict Risk Management Agency (PORMA) it an inlefgovefnmcnlfll s«rt-msurance and fi»k managfrmfrnt pool MtabhVwJ unde< the conilrtLrtion and the »talu1c» of the Slalc o< (nmon to provide oovcfagc for rt» mcmb<;r» itg*«n»l ccrtwo cla»n» and knx-s Each mcmbc* of PORMA a cntrtlcd to the scope and amounts o) cmenge »cl forth bekw In addition, PORMA may cxleftd the same scope of covwagc to non-mcfnbws Howcvw any coverage extenOed lo a non- nwnbfrf i» »ut^ect to aU of the tfrfmi. conditions cxcluions and amfrndmenli that ate apptcdbte to the mfrmbwt 1 be above nanwd entity n a mcmbcf m good »t»ndr>g of the Park Di»lr*ct Ri»k Managcmcnl Agency The scope of coverage p<ov*dcd by tF>e agency may. hoiwvef. be revised at any time by the ACtioni of PDRMA's govefnr^g body As of the dnte thrt c<i-rtif>calc i» i»»ued th* tnform.ilion s*t out beto'* accurately (eftt<t» the scope o( ccveiay Mlabtahcd for the current coverage year Scopt of Covwg* Covng< Docum*nt Covfflt DttM Llmtta E*ch Occumnc* G<nef^Liab*ty 1010123 01'01/2<U3- Bod^ IniUfy and PropwTy ' Co<Tmc<c<at QWWdl $1000000 12-'31/?023 OAmAge cofT<^rw) kAWrfy ' Oc<^*enc« ' L (Qi^X kAtaiity Penonai Injure $1000000 AulOffKit^ L lAtnlrty L01012A 0101'2023. Qwl^f tft(Ufy arid Pfopt'riy tioooooo ' Any auTO DATAQC cofrfrnwj 12/J1/W3 Worti.<*» Con^'covitoo WCO 10123 oi'oi/?on. Stalutofy Efnpk^f l LuWity WC010123 0101/2023- 13000.000 Pttipwty P07001.?3 oioi/'.pon. 1?/3tW?3 Cww OK1/2023. 12/31/2023 DESCRTPtK5NOF-OPERATK)NS/L^ Vt^ye e/ S*c*j« ih'<f •di3c>yuff^ rnjrwS <o' urof »»;*tc* Cwf»3c ii lo' gc^wff h*ti*fr, r'fti [e*pc<t to M c(««'.y^n c/ pi# S*co-< Part Di*0<t A*Kio<-i» r^Lfw) t.<>v»'»)c i/^ail r<< •pp^ to i^ l«rt^f» ftiAr»3 from tri* <.TU/jit» hcAO^'t cn^ n*^9*nc* c» Fi* r*.)ki^fK« crf e* *««A^rt •^fii* <r •m^4>>^*»i Certincaf Holder I ate Issued: i2/i/?o?2 ViUagc of Skotue Attn VtBagc Managcf &1270aMonStfccl Skokx*. 1L 60077 /^W7 ^irtho<Vft3 R^ttfoawta'^e Pa(}e 7 of V.-.; CC ?'.-. r<;13. S-k'1-'n'*j:'::•,'<. n- "J3.:L Page 9 of 10 VOSDOCS-#612870-v1-Resolution_2023- lntergovemmental_Agreement_Skokie_Park_District_&_Youth_Foundation_Backlot_Bash_2023  Return to top of Memo Exhibit C Estimated Village Costs 8ACKLOT BASH COST EXPENSES Oepartonerrt/Dhfiskm Cost Police Department $4,500 Public Works $2,500 Fire Department/EMS $4,000 Traffic Barricades $5.500 Renta! for Detour ESTIMATE TOTAL: $16,509 Page 10 of 10 VOSDOCS-#612870-vt -Reso[ution_2023- IntergovernmentaLAgreement_Skokie_Pari<_District_&_Youth_Foundation_Backlot_Bash_2023  Return to Mgr Rpt Memorandum C Purchasing Division IT Department TO: John T. Lockerby, Village Manager ,1 ^•y FROM: -^? Michael Aleksic, Assistant Finance Director -Tom^szTarasiuk, IT Director DATE: July 31,2023 SUBJECT: Annual Service Renewal for Microsoft Exchange, 0365 and Power BI Agenda Item - August 21, 2023 Board Meeting Background: The Village contracts with Microsoft 365 for email services. This service agreement is up for renewal. It is necessary to renew the contract in order to provide uninterrupted support of the network. Budget & Account: $30,098.25 #0831005 020-6000-403.03-20 $ 7,005.15 Multiple 020-6000-403.03-20 Recommended Contractor & Pricing: Planet Technologies, Germantown, MD $37,103.40 Comments: The Microsott 365 agreement supports up to 601 email users, Power Bl analytics, and audio/video conferencing capabilities. Cc: Nicholas Wyatt  Return to Mgr Rpt Memorandum D IT Department TO: John T. Lockerby, Village Manager FROM: /^(^/HS^-^- Michael Aleksic, Assistant Director of Finance '^.. -. " ^ . Tomasz Tarasiuk, IT Director \. DATE: July 26, 2023 SUBJECT: Cisco Network Infrastructure - Annual Maintenance Contract Agenda Item - August 7th, 2023 Board Meeting Background The Village utilizes Cisco Networking Infrastructure for its technology requirements. The annual harclware/software maintenance and support agreement is up for renewal. It is necessary to renew the contract in order to provide uninterrupted support of the network. Budget & Account: $42,000.00 020-6000-403.03-20-OS31010 Recommended Contractor & Pricing CDW Chicago, Illinois $31,440.79 Recommendation: It is recommended that a contract be awarded to CDW Inc. Chicago Illinois, for support and maintenance of the Cisco Networking Infrastructure, in the amount of $31,440.79. Cc: Nicholas Wyatt  Return to Agenda Memorandum Corporation Counsel's Office TO: The Honorable Mayor and Board of Trustees FROM: Michael M. Lorge, Corporation Counsel DATE: August 1,2023 SUBJECT: August 7, 2023 Corporation Counsel's Report FIRST READING: A. Ordinance, Temporary Sale and Consumption of Alcoholic Liquor on Public Right of Way and Municipal Property - Backlot Bash 2023 Item A is on the agenda for first reading. The second reading wil! be on August 21, 2023. This routine Backlot Bash ordinance will grant temporary relief from Chapter 10, Section 10-10, of the Skokie Village Code pertaining to the possession and consumption of alcoholic liquor on Village owned property. On August 25, 26 and 27, 2023, the SkokJe Park District is sponsoring Skokie's annual Backlot Bash. The festival and carnival will utilize Village owned parking lots and portions of the public ways. The Skokie Park District has applied for and received a temporary liquor license for the IVz day event. As in previous years, the Park District will restrict the consumption of alcoholic liquor to a defined and fenced-in area which will include portions of the pubiic right of way of Oakton Street, the Village Hall parking lot and the Village Green. ec: Pramod Shah John Lockerby Page 1 of 1 VOSDOCS-#613141-v1-8_7_23_Corporation_Counsel_s_Report  Return to Corp Rpt MML: 8/7/23 1s1 Reading *8/21/23 THIS ORDINANCE MAY BE CITED AS VILLAGE ORDINANCE NUMBER 23-8-C- AN ORDINANCE GRANTING RELIEF FROM CHAPTER 10, SECTION 10-10, OF THE SKOKIE VILLAGE CODE TO ALLOW THE TEMPORARY SALE, POSSESSION AND CONSUMPTION OF ALCOHOLIC LIQUOR ON THE PUBLIC RIGHT OF WAY AND MUNICIPAL PROPERTY DURING SPECIFIED HOURS OF SKOKIE'S 16TH ANNUAL BACKLOT BASH 1 WHEREAS, this routine ordinance for the Backlot Bash concerns Chapter 10, Section 2 10-10 of the Skokie Village Code which prohibits the possession and consumption of 3 alcoholic liquor on Village of Skokie (hereinafter "Village") owned property; and 4 WHEREAS, the Skokie Park District, in conjunction with various organizations, will be 5 presenting the 16th Annual Backlot Bash (hereinafter "Bash"), which will take place on August e 25, 26 and 27, 2023;and 7 WHEREAS, the Bash is comprised of concerts, games, food and a carnival which will 8 utilize Village owned parking lots and a portion of the public ways at and around the 9 intersection of Flora! Avenue and Oakton Street; and 10 WHEREAS, the Skokie Park District has or wit! acquire a temporary permit pursuant to n Section 10-40 of the Code, authorizing the sale of liquor for the 2 and % day event; and 12 WHEREAS, the Skokie Park District intends to restrict and limit the consumption of 13 alcoholic liquor to a defined and fenced-in area located on a portion of the public right of way 14 of Oakton Street, the Village Green and a portion of the Village Hall parking !ot (hereinafter 15 "Beer Area"), as outlined in red on the 2023 Event Layout, attached hereto as Exhibit "1"; and 16 WHEREAS, the Mayor, as Liquor Commissioner, and the Corporation Counsel 17 recommend to the Board of Trustees that relief from Section 10-10 of the Code be granted to is the Skokie Park District; and 19 NOW, THEREFORE, BE IT ORDAINED, by the Mayor and Board of Trustees of the 20 Village of Skokie, Cook County, Ulinois; 21 Section 1: That the Skokie Park District, or its specified agents, are authorized and 22 permitted to sell alcoholic liquor and to allow its consumption within the Beer Area. To the 23 extent necessary, relief from Section 10-10 of the Code is granted as part of this permission. 24 This permission to sell aicoholic liquor in the Beer Area is subject to the following conditions: Page 1 of 3 VOSDOCS-#612871-v1-Code_Amendment_,Chapter_10_Temporary_Sa!e_ofLLiquor_on_ROW_Backlot_Bash_2023  Return to Corp Rpt 1 1) The Skokie Park District shall have a Temporary Permit to sell alcoholic liquor 2 from the Local Liquor Commissioner; 3 2) The Skokie Park District shall have obtained any license, permit or other 4 necessary approvals from the State of Hlinois to sell alcoholic liquor; 5 3) The area in which the sale of alcoholic liquor takes place shall be enclosed with 6 a fence, access shall be restricted and consumption shall be limited to the self- 7 contained designated area. No consumption or sate of alcoholic liquor shall be 8 allowed on any other publicly owned property or any public right of way. 9 4) That any and a!! necessary authorization is granted from local, county or state 10 agencies, for the closure of certain public rights of way including but not limited n to Oakton Street. 12 5) The sale of alcoholic liquors shall only take place during the following times: 13 6:00 p.m. to 10:00 p.m. on August 25, 2023; 11:00 a.m. to 10:00 p.m. on 14 August 26, 2023; and 8:00 a.m. to 8:00 p.m. on August 27, 2023; 15 6) On!y alcohoiic liquor sold by the Skokie Park District or its approved vendor, ie may be sold, consumed or possessed in the designated area of the Beer Area. 17 No alcoholic liquor may be brought in from outside of the designated area; is 7) The Skokie Park District, the Youth Foundation of Skokie and the Village sha! 19 enter into an Intergovernmental Agreement upon terms negotiated by the 20 Village Manager, or designee, and the Corporation Counsel, subject to finai 21 approval by the Mayor and the Board of Trustees; and 22 8) The Skokie Park District and its vendor(s) shall comply with the Village Code, 23 and all ordinances, rules and regulations of the Village. 24 Section 2: That this Ordinance shall be in full force and effect from and after its 25 passage, approval and publication in pamphlet form as provided by law. 26 ADOPTED this day of August, 2023. Ayes: Village Clerk Nays: Absent: Approved by me this day of Attested and filed in my office August, 2023. this day of August, 2023; and published in pamphlet form according to law from August , 2022 to August , 2023. Mayor, Village of Skokie Village Cierk 27 Page 2 of 3 VOSDOCS-#612871-v1-Code^Amendment_ChapteMO_Temporary_Saie_ot.Liquor_on_ROW_Back[ot_Bash_2023  Return to Corp Rpt Exhibit 1 Beer Area is outlined red. Blue lines are access points Page 3 of 3 VOSDOCS-#612871-v1"Code_Amendment_Chapter_10_Temporary_Sale_of_Liquor_on_ROW_Backlot_Bash_2023  Return to Agenda Memorandum To: Mayor George Van Dusen and Village Trustees John T. Lockerby/ Village Manager ./ From: Johnson, Village Trustee Date: July 24, 2023 Subject: Agenda Item - August 7, 2023 Village of Skokie Board Meeting Agenda Process for Village Trustees At our August 7, 2023 public meeting/ the Village Board will be considering potential revisions to Chapter 2, Article II, Section 2-44 of Village Code/ concerning the rules of order for regular and special Board meetings. Specifically, I have requested that the Board review "Rule I/' concerning the process by which Village Trustees, as elected policymakers, can request and schedule agenda items for Board consideration and discussion. To my knowledge, this section of Village Code has not been updated by the Board since 1979. The current agenda process provided in Village Code reads as follows: Rule 1. The agenda for a regular or special meeting shall be prepared by the Manager. The Manager or designee shall cause a copy of the agenda to be posted on the last business day prior to the meeting date. Trustees, the Corporation Counsel, or department heads desiring matters to be placed on the agenda shall so notify the Manager within time sufficient for the Manager to prepare the agenda and distribute copies to Mayor and Board of Trustees. Each Trustee or department head shall also designate any matters which are to be placed on the consent agenda... I am requesting that the Board address the discrepancy between what is allowed by Village Code and what Is allowed in practice, concerning the Board's agenda process. For a Trustee to place an item on a Board agenda. Village Code says they must simply "notify the Manager within time sufficient for the Manager to prepare the agenda and distribute copies to the Mayor and Board of Trustees." Yet in the past year, the repeated breakdowns in this process have demonstrated the need to clarify "Rule \," for the benefit of the entire Board. From my perspective^ there are two possible courses of actions to resolve this discrepancy between Village Code and Board practice. I advise the Board to either i) take steps to ensure/mandate compliance with our current agenda process^ as it is outlined in Village Code, or ii) take steps to update Village Code and revise the Board's agenda process^ however the Board determines. Regardless of which course of action is taken by the Board, I strongly recommend that the Board's agenda process be  Return to Agenda clarified to ensure that all agenda item requests by Trustees are managed in a fair, uniform, and equitable manner moving forward. I thank the Mayor and Trustees for the opportunity to discuss and consider potential revisions to the Board's agenda process. Beyond the recommendations that I have included in this memo, I welcome any additional or alternative recommendations from other members of the Board.