1 MINUTES OF A REGULAR VILLAGE BOARD MEETING Village of Clarendon Hills One North Prospect Avenue, Clarendon Hills, Illinois President Karaba called the meeting to order at 7:00 p.m. 1. ROLL CALL Present at Roll Call: President Karaba, Trustees Flood, Hall, Pedersen, and Stach Also Present: Interim Village Manager Bourke, Finance Director Hartnett, Police Chief Jenkins, Fire Chief Leahy, Public Works Director Millette, Community Development Director Ungerleider, Assistant to the Village Manager Creer, and Clerk Tandle 2. PLEDGE OF ALLEGIANCE 3. PETITIONS AND COMMUNICATIONS/PRESIDENT S REPORT 3.1. President Karaba stated that Interim Village Manager Bourke s contract expired on January 31, 2015, but that Mr. Bourke has agreed to extend his contract to assist with the transition to a new Village Manager. President Karaba thanked Mr. Bourke for his outstanding contributions to the Village. Trustee Flood moved to approve an Extension to an Agreement for the Employment of an Interim Village Manager through GovTemps USA. Trustee Hall seconded President Karaba stated that the Village Board had conducted an extensive search for a new Village Manager. He announced that Kevin Barr was unanimously selected by the Village Board from a very large pool of qualified candidates. He provided information regarding Mr. Barr s professional background and then introduced and welcomed him to the Village. Mr. Barr is scheduled to begin his duties as Village Manager on March 2, Trustee Flood moved to adopt Resolution No. R (A Resolution Authorizing and Approving an Employment Agreement between the Village of Clarendon Hills and the Village Manager). Trustee Pedersen seconded.
2 Minutes of a Regular Village Board Meeting Page President Karaba commended the Public Works, Police, and Fire Departments for their hard work and tireless efforts dealing with issues related to this past weekend s snowstorm. He also stated that the Village s e-blasts and phone calls notifying residents that refuse pick-up service would be delayed was very successful. 4. RECESS TO COMMITTEE MEETINGS Trustee Hall moved to recess to the Administrative/Legislative, Community and Intergovernmental Affairs, Land Use, Public Safety, and Public Services Committees at 7:10 p.m. Trustee Flood seconded. Administrative/Legislative 1. Because Village offices will be closed on Monday, February 16, 2015 in observance of Presidents Day, the Village Board meeting regularly scheduled for that day will be rescheduled to Tuesday, February 17, 2015 at the same time. Community and Intergovernmental Affairs 1. Notre Dame Parish has requested issuance of a Temporary Special Event Liquor License and waiver of the liquor license fee for its annual St. Patrick s Day party scheduled for March 14, Notre Dame Parish has agreed to comply with Operation Straight I.D., wristband, and clear cup requirements. 2. The Misericordia Heart of Mercy Center of Chicago has requested authorization to conduct its annual Candy Days fundraiser on April 24 and 25, 2015 in the Village. After the locations have been identified, Police Chief Jenkins will discuss safety concerns with the event coordinators and provide safety vests to the volunteers. Land Use 1. An Ordinance was presented for second consideration and adoption approving a zoning reclassification and zoning map amendment for the vacant properties located at 227, 229 and 231 Burlington Avenue from the I-Industrial District to the B-2 General Business District.
3 Minutes of a Regular Village Board Meeting Page 3 Public Safety 1. The Police Department is in possession of many unclaimed lost and found items and items that were recovered during the investigation of crimes. Because the unclaimed lost and found items have been held for more than six (6) months and all efforts to identify and return the items recovered during the investigation of crimes to their lawful owners have been exhausted, the Police Department requested authorization to do one or more of the following: (1) dispose of them by public auction; (2) destroy, discard, or recycle them; or (3) convert them for use in Village operations. An Ordinance was presented for adoption authorizing the Police Department to take the actions described above. Public Services 1. On January 14, 2015, the Board directed staff to obtain a Professional Services Proposal from Christopher B. Burke Engineering, Ltd. (CBBEL) for construction observation associated with the 2015 Road Improvement Program based on the final selection of the road segments to be included in the program. The Board had previously approved a Professional Services Proposal from CBBEL for the design, public meeting, and bidding assistance for the program. On January 20, 2015, the Board requested that the Village Attorney review the indemnification language contained in CBBEL s proposal. In the course of that review, other sections related to the overall insurance and indemnification provisions of the proposal were also reviewed and revised. A Resolution was presented for adoption approving an amended Professional Services Proposal from CBBEL for construction observation associated with the 2015 Road Improvement Program in the amount not to exceed $188,000. CBBEL Engineer Lee Fell confirmed that CBBEL has accepted the proposed amendments. 2. The carpeting in the Village Hall s lower level is close to 15 years old and has suffered from severe water damage and general wear and tear. A portion of the carpeting had to be removed following a flood this past summer. The drainage problem which caused the flooding has been corrected. The carpeted stairs to the lower level are especially soiled because of mold remediation work and the Village s painting project. Staff recommended replacing the lower level carpeting with industrial nylon broadloom carpet tiles, which can be removed and replaced if necessary, and replacing the stairwell carpeting with industrial nylon broadloom carpeting. Staff requested authorization to award a contract to F. H. Paschen, as the general contractor, and S. N. Nielsen & Associates, LLC, as the subcontractor, for the lower level carpet replacement project through the Job Order Contract program in the amount of $16, Trustee Hall asked whether staff had considered purchasing carpeting from a retail carpet vendor. Interim Village Manager Bourke responded that retail carpet vendors may not be able to produce industrial-grade carpeting and that F. H. Paschen identified the proposed carpeting due to the lower level s high traffic. He also stated that the Village will save time and money because no bid specifications or bid packets will have to be prepared and that F. H. Paschen has a proven track record. Trustee Stach asked if this project had been budgeted in the FY 2015 Capital Plan. Finance Director Hartnett stated that it was not budgeted because carpet replacement was not anticipated, but that replacement of the first floor carpeting may be included in the upcoming budget.
4 Minutes of a Regular Village Board Meeting Page 4 3. Interim Village Manager Bourke reported that, while removing wallpaper during the Village Hall painting project, staff discovered sizable amounts of black mold in the employee lunch room and the foyer of the lower level. Although this was not a budgeted expense and was not contemplated when the painting contract was issued, Interim Village Manager Bourke determined that the exposed mold constituted an immediate emergency, as it could have had an adverse impact on employee health and overall public safety. He consulted with the Village President and Village staff before contracting with a mold remediation specialist to remove and sanitize the impacted areas. The cost of the mold remediation for the upper and lower levels was $3, and was funded by the Capital Fund Budget s Contingency line item. 4. As part of the FY Water Capital Budget, $25,000 was designated to analyze the capacity of the Village s water system that lies south of 55th Street. Recent residential redevelopments have required service connections to existing water mains, which has resulted in water pressure at certain lots to be critically close to the minimum pressure rate of 20 PSI. Any water pressure lower than this would demand a boil order according to State regulations. A study of the capacity and characteristics of the existing system is necessary to determine the need for potential capital projects to remedy the low pressure. On December 16, 2014, a Request for Proposal (RFP) was issued to solicit engineering services for the analysis. Six (6) proposals were submitted for consideration. Staff recommended awarding the contract to Ciorba Group, Inc., which received the highest point total based on staff s evaluation. A Resolution was presented for adoption approving an Engineering Services Agreement with Ciorba Group, Inc. in the amount not to exceed $25,000 to analyze the capacity and potential needs of the Village s water system south of 55th Street. Trustee Stach asked Public Works Director Millette to forward a copy of the completed report to the Board when it is available. 5. As part of the FY Water Capital Budget, $1,500,000 was designated for the 2015 Water Main Replacement Program, which will be implemented in conjunction with the Village s Road Improvement Program. On January 5, 2015, a Request for Proposal (RFP) was issued to Baxter & Woodman, Inc. and Christopher B. Burke Engineering, Ltd. (CBBEL) to solicit design engineering services. After evaluating both proposals, staff recommended awarding the project to CBBEL in the amount not to exceed $110,000 because of CBBEL s superior qualifications. It was noted that this expense was budgeted partially in the FY and partially in FY Water Capital Fund. Based on the age and break history of the water mains and to coordinate replacement with the Road Improvement Program, the water main segments scheduled to be replaced this year include: Chestnut Avenue - Golf Avenue to Jackson Road Golf Avenue - Chestnut Avenue to Norfolk McIntosh Avenue - Chicago Avenue to the dead end Norfolk Avenue - Prospect Avenue to Rose Place Rt Chestnut Avenue to Waverly Avenue Waverly Avenue - Chestnut Avenue to Rt. 83 A Resolution was presented for adoption approving an Engineering Services Agreement with CBBEL for engineering design services associated with the 2015 Water Main Replacement Program.
5 Minutes of a Regular Village Board Meeting Page 5 5. RECONVENE THE VILLAGE BOARD MEETING Trustee Stach moved to reconvene the Village Board meeting at 7:35 p.m. Trustee Flood seconded. 6. ADDRESSES FROM THE AUDIENCE - AGENDA ITEMS There were none. 7. CONSENT AGENDA/OMNIBUS VOTE Trustee Flood moved to approve the Special Village Board Meeting Minutes of January 14, 2015 with an amendment to reflect that Finance Director Hartnett, Fire Chief Leahy, and Community Development Director Ungerleider were not in attendance. Trustee Hall seconded. Trustee Hall moved to approve the Consent Agenda as amended and then itemized by President Karaba. Trustee Flood seconded Approval of the amended Special Village Board Meeting Minutes of January 14, 2015 [SEE SEPARATE MOTION ABOVE.] 7.2. Approval of the Rescheduled Regular Village Board Meeting Minutes of January 20, 2015 OMNIBUS VOTE 7.3. Authorization to reschedule the Regular Village Board Meeting of Monday, February 16, 2015 to Tuesday, February 17, 2015 due to the Presidents Day Holiday OMNIBUS VOTE 7.4. Authorization to issue a Temporary Special Event Liquor License and to waive the liquor license fee for the Notre Dame Parish St. Patrick s Day party scheduled for March 14, 2015 OMNIBUS VOTE 7.5. Authorization for the Misericordia Heart of Mercy Center of Chicago to conduct its annual Candy Days Fundraiser on April 24 and 25, 2015 OMNIBUS VOTE
6 Minutes of a Regular Village Board Meeting Page Approval of Claims Ordinance OMNIBUS VOTE 7.7. Approval of Claims Ordinance M OMNIBUS VOTE 7.8. Second consideration/adoption of Ordinance No (An Ordinance Approving a Zoning Map Amendment to the B-2 General Business District for the Properties Located at 227, 229 and 231 Burlington Avenue) OMNIBUS VOTE 7.9. Waive first consideration, second consideration/passage of Ordinance No (An Ordinance Authorizing the Disposal of Surplus Property Owned by the Village of Clarendon Hills) (Miscellaneous Abandoned Items) OMNIBUS VOTE Adoption of Resolution No. R (A Resolution Authorizing and Approving a Construction Engineering/Observation Services Agreement between Christopher B. Burke Engineering, Ltd. and the Village of Clarendon Hills) (2015 Road Improvement Program) OMNIBUS VOTE Award a Contract for the replacement of carpeting in the lower level of the Village Hall through the Job Order Contract Program to F. H. Paschen, as General Contractor, and S. N. Nielsen & Associates, LLC, as Subcontractor, in the amount of $16, OMNIBUS VOTE Adoption of Resolution No. R (A Resolution Authorizing and Approving an Engineering Services Agreement between Ciorba Group, Inc. and the Village of Clarendon Hills) (analysis of the Village s water system south of 55th Street) OMNIBUS VOTE Adoption of Resolution No. R (A Resolution Authorizing and Approving an Engineering Services Agreement between Christopher B. Burke Engineering, Ltd. and the Village of Clarendon Hills) (2015 Water Main Replacement Program) OMNIBUS VOTE 8. APPROVAL OF MINUTES See Consent Agenda Items 7.1. and REPORTS FROM STANDING COMMITTEES 9.1. Public Services No report Finance No report Administrative/Legislative No report Community and Intergovernmental Affairs No report Land Use No report Public Safety No report.
7 Minutes of a Regular Village Board Meeting Page REPORTS OF OFFICERS Interim Village Manager Bourke welcomed Kevin Barr to the Village and stated that the Village Board has chosen an excellent candidate to serve as the next Village Manager. Police Chief Jenkins reported that the Police Department responded to approximately 50 telephone calls on Sunday and Monday regarding snow-related issues. Public Works Director Millette reported that Public Works crews worked continuously for a 24-hour period over the weekend plowing and hauling snow from the Central Business District and Village streets. He noted that one of the Village s two salt spreaders is temporarily out of service but that it should be repaired tomorrow. He also reported that 10 residents attended the January 28, 2015 Open House regarding the 2015 SSA Road Improvement Program. All residents within the Special Service Area were notified by mail of the Open House. Community Development Director Ungerleider reported that the Downtown Design Review Commission is scheduled to meet tomorrow at 7:30 p.m. in the Village Hall board room to review the revised design plans for a self-storage warehouse proposed for the vacant properties located at 227, 229 and 231 Burlington Avenue. 11. OTHER BUSINESS There was none. 12. ADDRESSES FROM THE AUDIENCE NON-AGENDA ITEMS Greg Jordan stated that, during his many years on the Zoning Board of Appeals/Plan Commission, he has gotten to know the Village staff very well. He stated that the community is very fortunate to have such a dedicated staff. Mary Brown commended the Public Works Department for quickly and efficiently removing snow from the Central Business District and Village streets this past weekend. 13. EXECUTIVE SESSION Trustee Hall moved to recess to Executive Session under Section 2(c)(11) of the Open Meetings Act to review and approve Executive Session minutes for content and to conduct the semi-annual Executive Session minutes review at 7:46 p.m. Trustee Flood seconded.
8 Minutes of a Regular Village Board Meeting Page 8 Trustee Pedersen moved to reconvene the Village Board meeting at 8:05 p.m. Trustee Flood seconded. 15. ADJOURNMENT There being no further business to come before the Board, Trustee Stach moved to adjourn the meeting at 8:06 p.m. Trustee Flood seconded. Dawn M. Tandle Village Clerk