MINUTES OF THE REGULAR FRANKFORT VILLAGE BOARD MEETING April 7, 2014

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1 MNUTES OF THE REGULAR FRANKFORT VLLAGE BOARD MEETNG Apri 7, 2014 Mayor Jim Hoand caed the reguar meeting of the Frankfort Viage Board to order on Monday, Apri 7, 2014, at 7:01 P.M. Viage Cerk Keith Oge caed the ro. n attendance were Mayor Jim Hoand, Cerk Keith Oge, Trustees Cindy Heath, Bob Kennedy, Todd Morgan, Mike Stevens, Dick Trevarthan, and Doug Waker. Aso in attendance were Attorney Maiji Swanson, Poice Chief John Burica, and Administrator Jerry Ducay. APPROVAL OF SPECAL ORDERS - UNANMOUS CONSENT AGENDA A items on the Omnibus Agenda are considered to be routine in nature and are enacted in one motion. There is no separate discussion of these items uness a board member makes a request, in which event, the item wi be removed from the Consent Agenda and wi be considered separatey. A. Approva of Minutes 1. Reguar Meeting (March 17, 2014) } J B. Approva of Bis - $540, C. Economic Deveopment/ 890' s Theme Committee Repo1i 1. Re-Deveopment of 28 W. Kansas Street Property: ncentive Funding Approva Accept the Economic Deveopment and 1890's Theme Committee recommendations and approve incentive funding in the form of a grant of $220,000 to Richard Wright, for the re-deveopment of the 28 W. Kansas Street property, subject to the drafting of an escrow agreement by the Viage Attorney and its acceptance by Mr. Wright' s financia institution. D. Pan Commission Repo11 Summary 1. Mutipe Variances: 28 W. Kansas Street Re-Deveopment Project - Ordinance (Waive 1st and 2nd Readings and Adopt) Accept the Pan Commission recommendation, waive the First and Second Readings, and adopt AN ORDNANCE (NO. 2898) GRANTNG MULTPLE ZONNG VARANCES FOR CERTAN PROPERTY LOCATED WTHN THE LMTS OF THE VLLAGE OF FRANKFORT, WLL AND COOK COUNTES, LLNOS (RCHARD WRGHT MXED-USE DEVELOPMENT - 28 KANSAS STREET), granting mutipe variances to the property ocated at 28 Kansas Street, which incude variances of the interior side yard setback requirement from five feet to zero feet aong the western and eastern property ines; a variance of the rear yard setback requirement from 10 feet to zero feet aong the southern property ine; and a buiding height variance from 35 feet to 40 feet, a in accordance with the reviewed pans and pubic testimony associated with the construction of a two-story retai/office buiding on the subject property.

2 Viage Board Apri 7, Page 2 2. First Foor Buiding Materias Variance: 204 Pacific Street - Ordinance (Waive 1st and 2nd Readings and Adopt) Accept the Pan Commission recommendation, waive the First and Second Readings, and adopt AN ORDNANCE (NO. 2899) GRANTNG A FRST FLOOR BULDNG MATERALS VARAN CE TO CERTAN PROPERTY LOCATED WTHN THE LMTS OF THE VLLAGE OF FRANKFORT, WLL AND COOK COUNTES, LLNOS (PETER VLAMS RESDENCE PACFC STREET), granting a first foor buiding materias variance from the masonry requirement to permit the use of cedar and Hardie Board siding for a new home on the property ocated at 204 Pacific Street, in accordance with the reviewed pans and pubic testimony. Trustee Morgan made the motion (# 1 ), seconded by Trustee Heath, to approve the Consent Agenda as presented. Foowing the motion to approve, Trustees Heath, Waker, and Stevens provided a brief overview of the Consent Agenda docket items under consideration for approva. Mayor Hoand invited members of the audience and the Trustees to comment on the consent agenda items prior to voting. Cerk Keith Oge caed the ro. Ayes: Trustees Heath, Kennedy, Morgan, Stevens, Trevaiihan, and Waker. Nays: None. The motion to approve the Consent Agenda carried. VLLAGE ADMNSTRATON BULDNG EXP ANS ON PROJECT A. Rejection of Lowest Genera Contractor Bid At a specia Committee of the Whoe (COW) meeting hed on March 29, the Mayor and Trustees discussed the recommendations of a Vi age ad hoc review committee that was formed to vet the four owest bidders for genera contractor services associated with the Viage Administration Buiding expansion project. The review committee examined bid packets, work history, and references of the four ow bidders, and conducted more than 30 site visits to inspect projects competed by each bidder. Based on its findings, the ad hoc committee forwarded a recommendation to the Viage Board to reject the ow bid of Frontier Construction, nc. and to award the contract to Construction Soutions of inois, nc., as the owest quaified bidder. Trustee Waker read aoud the motion (#2) to reject Frontier Construction's ow bid. The motion foows:

3 Viage Board Apri 7, 2014 Page 3 MOTON TO REJECT A BD AND AW ARD A CONTRACT FOR THE EXP ANS ON OF THE VLLAGE OF FRANKFORT ADMNSTRATON BULDNG WHEREAS, the Viage of Frankfo11 ("Frankfort") entered into a professiona services agreement with the Linden Group, nc. ("Linden") to provide architectura services to design and construct an expansion of Frankfort's Administration Buiding ocated at 432 W. Nebraska Street, Frankfort, inois; and WHEREAS, Linden prepared design pans, specifications and reated construction documents for this 10,000 square foot expansion to the Administration Buiding; and WHEREAS, the Linden bid documents, among other things, aowed Frankfort to reject any and a bids and award the bid to the contractor the Viage deemed most favorabe; and WHEREAS, Frankfort pubished a notice inviting bids from genera contractors for this project as required under inois aw and appicabe Viage ordinances; and WHEREAS, Frankfort received seventeen (17) seaed bids by the March 7, 2014 bid cosing date and when opened on March 10, 2014, the bids for the project ranged from $4, 180, to $5,571, Each bid incuded six (6) aternates for the project; and WHEREAS, the four (4) owest bidders for the project are: Frontier Construction, nc. $4, 180, Construction Soutions of inois, nc. $4,348, Tower Contracting, LLC $4,425, Northern Buiders, nc. $4,450, WHEREAS, the Frankfort Viage Board determined it was in the best interest of the Viage to eiminate Aternatives #2 (andscape and irrigation), #4 (paza concrete and pavers), #5 (existing buiding remodeing), and #6 (audio/visua) from each bid which then resuted in the foowing adjustments and adjusted base bid (Net Bid Amount) for the four (4) owest bidders.

4 Viage Board Apri 7, 2014 Page 4 1 CONTRACTOR Frontier Construction nc Construction Soutions of nos, nc. Tower Contracting Northern Buiders BASE BD AMOUNT $ 4, 180,000 $ 4,348,723 $ 4,425,000 $ 4,450,000 Aternate #1 Amount (fire protect sys rework) $ 86,600 $ 68,500 $ 104,000 $ 73,248 Aternate #2 Amount (andscape and irrigation) $ 145,000 $ 127,297 $ 114,000 $ 125,000 Aternate #3 Amount (Basement) $ 125,000 $ 110,000 $ 129,000 $ 122,304 Aternate #4 Amount (paza concrete/paver) $ 30,000 $ 30,000 $ 27,000 $ 29,345 Aternate #5 Amount (exist bdg remodeing) $ 65,000 $ 73,000 $ 55,000 $ 83,176 Aternate #6 Amount (AN) $ 89,200 $ 95,000 $ 125,000 $ 110,000 Tota Deductions $ 329,200 $ 325,297 $ 321,000 $ 347,521 NET BD AMOUNT $ 3,850,800 $ 4,023,426 $ 4,1 04,000 $ 4,1 02,479 WHEREAS, because of the number of bidders for this project, the Frankfort Viage Board directed Viage Administration to carefuy check each of the project' s four (4) owest bidders, namey Frontier Construction, nc., Construction Soutions of inois, nc., Tower Contracting, LLC and Northern Buiders, nc. to ascertain and make a recommendation to the Board if each was a responsibe bidder. As a resut, the Viage Administration created three (3) independent Viage staff work groups with each group assigned a genera area to check, review and anayze each of the four ( 4) bidders. The areas investigated by the Viage staff for each of the four (4) bidders incuded: determining accuracy, competeness and consistency of each bid; experience as a genera contractor; experience with simiar projects; financia capabiity; the quaity of workmanship and materias in other projects; the bidder' s proposed subcontractors and bidder's prior work with those subcontractors on other projects; the efficiency of scheduing and of coordinating work in prior projects; the competion of work on time and within budget; review of references and owner's satisfaction on other projects; and on-site inspection of more than 30 prior projects; and WHEREAS, after carefu anaysis, the Frankfort staff has enumerated various reasons for the Viage Board to determine and concude that the bid of Frontier Construction, nc. is not responsibe and has recommended to the Board that Frontier Construction, nc.'s bid shoud be rejected by the Viage for reasons incuding that Frontier Construction, nc. has not had the experience as a genera contractor with projects of simiar size and scope, onsite inspection of its other projects, discrepancies in its bid and other submittas. The Frankfo1t Viage Board concurs with Viage staff findings and recommendations; and WHEREAS, after carefu anaysis, the Frankfort staff has recommended to the Viage Board that the next owest bidder, Construction Soutions of inois, nc., is responsibe and has the capabiity to perform the contract. The Frankfort Viage Board concurs with Viage staff findings and recommendations. THEREFORE, move the Frankfort Viage Board as foows: 1. That based upon the Viage's investigation of each of the four ( 4) owest bidders, the bid of Frontier Construction, nc. is not responsibe and is rejected for various reasons incuding: Frontier has not acted as a genera contractor for projects of this size and

5 Viage Board Apri 7, 2014 Page 5 scope, as a resut of onsite inspection of its other projects and discrepancies in its bid and other submittas. 2. That Aternative #2 (Landscaping and rrigation), #4 (Paza Concrete and Pavers), #5 (Existing Buiding Remodeing), and #6 (Audio/Visua) be deeted from the bids and the contract for this project. 3. That Construction Soutions of inois, nc. is the owest responsibe bidder for this project with a bid, ess deeted Aternatives, of $4,023,426.00; Construction Soutions of inois, nc.' s bid, ess deeted Aternatives, is accepted and it is awarded the contract for this project in the amount of $4, and that the Vi age President of Frankfort is authorized to execute the contract in that amount on behaf of the Viage with the Viage Cerk attesting to his signature. Foowing the reading of the motion by Trustee Waker, Trustee Heath seconded it, to reject the Frontier Construction ow bid for genera contractor services and award the contract to Construction Soutions of inois. Mayor Hoand soicited trustee discussion on the motion prior to voting on the measure. Trustee Morgan stated the construction of the new board room was one of the Viage's most significant projects in recent history, undertaken after many years of strategic panning and the exercise of strict financia constraints by the Viage Board. He compimented staff on their efforts to bring the project to fruition. Mayor Hoand remarked there woud be no borrowing to finance the project, as the money for the board room was aready in the bank. He noted the new addition woud serve as more than a board room; it woud be a community center for the residents of Frankfort to enj oy and use for civic events, homeowners' association meetings, and other activities. Cerk Keith Oge caed the ro. Ayes: Trustees Heath, Kennedy, Morgan, Stevens, Trevarthan, and Waker. Nays: None. The motion carried. B. Approva of Genera Contractor Agreement with CS, nc. - Resoution Trustee Waker made the motion (#3), seconded by Trustee Stevens, to adopt A RESOLUTON (14-12) AUTHORZNG THE EXECUTON OF A GENERAL CONTRACTOR AGREEMENT BETWEEN THE VLLAGE OF FRANKFORT AND CONSTRUCTON SOLUTONS OF LLNOS, NC., the owest quaified bidder, for genera contractor services in the amount of $4,023,426.00, for the Viage Administration Buiding expansion project. Cerk Keith Oge caed the ro. Ayes: Trustees Heath, Kennedy, Morgan, Stevens, Trevarthan, and Waker. Nays: None. The motion carried.

6 Viage Board Apri 7, Page 6 1 C. Approva of Suppementa Architectura Agreement with Linden Group - Resoution Trustee Waker made the motion (#4), seconded by Trustee Heath, to adopt A RESOLUTON (NO ) AUTHORZNG THE EXECUTON OF A SUPPLEMENTAL AMERCAN NSTTUTE OF ARCHTECTS AGREEMENT BY AND BETWEEN THE VLLAGE OF FRANKFORT AND LNDEN GROUP ARCHTECTS, for the provision of additiona on-site construction oversight services in the amount of $22,680.00, in conjunction with the Viage Administration Buiding expansion project. The motion carried. MAYOR'S REPORT Mayor Hoand greeted saesman Pete Porzio of Currie Motors of Frankfort, who won the Jimmy Faon "Fingers On A 4x4" contest to provide the Tonight Show host with a new Ford truck. To win the contest over the other competitors, "Frankfort Pete" kept his hand on a parked Ford F-150 truck for over 38 hours. Mayor Hoand said eighth grade students from Hickory Creek Midde Schoo participated in the annua Student Governn1ent Day, touring the Viage Administration Buiding offices, the Fire Department, Poice Station, a waste water treatment pant, and the Utiities/Pubic Works garage. The students hed a mock Viage Board meeting earier in the evening. Mayor Hoand entertained a motion from the foor to procaim Saturday, Apri 12, 2014, as Earth Day in the Viage. Trustee Morgan made the motion (#5), seconded by Trustee Stevens, to designate Apri 12, 2014 as "Earth Day/Arbor Day" in the Viage of Frankfort. A voice vote was taken. A were in favor. The motion carried. The Mayor aso noted for the time in as many years, Frankfort earned the tite of a "Tree City USA" for its tree care program. t was announced the Frankfort Spring Country Market woud open on Sunday, Apri 27. Mayor Hoand reported that severa state disbursements were received in March: Saes tax revenue for December 2013 was $500,193, compared to $437,141 for the same period ast year. ncome tax revenue received in March was $163,378, compared to $143,908 received ast year. t was further noted twenty (20) appications for new singe famiy home construction had been issued year to date, and four new business owners were issued business icenses in March. Mayor Hoand stated he wecomed a group of 40 internationa visitors to Frankfo11 on Apri 5 as part of a tour arranged by the Chicago Southand Convention and Visitors Bureau.

7 Viage Board Apri 7, 2014 Page 7 POLCE DEPARTMENT REPORT Chief John Burica congratuated the Chesea Schoo graders on competing the DARE Program. He aso extended kudos to the poice team for their first pace finish in the main entree category at the "Men Who Cook" fundraising event hed in ate March. VLLAGE ADMNSTRATOR'S REPORT Administrator Ducay compimented the Mayor and Trustees for their years of dedication and eadership in making Frankfo1i an outstanding community in which to ive. He cited recent honors accorded to Frankfort, incuding Chicago Magazine 's "One of 12 Best Paces to Live" recognition; Safe Wise Report's "One of 50 of the Safest Communities in inois"; the visit to Frankfort by internationa visitors, and nationa exposure of Frankfo1i on the Jimmy Faon Tonight Show. VLLAGE ATTORNEY'S REPORT Viage Attorney Maiji Swanson had no repo11. OTHER BUSNESS Mayor Hoand and the Trustees wecomed Trustee Dick Trevarthan back to his position on the Board after his convaescence. Trustee Stevens marked the passing of one of Frankfort's founding fathers, A Krusemark Jr. PUBLC COMMENTS Resident Phi Simmons suggested to the Viage Board that a "spring eaf cean-up week" campaign be panned in the Viage. The Mayor and Trustees supported the idea and stated the suggestion woud be discussed with the Pubic Works staff. ADJOURNMENT TO EXECUTVE SESSON Trustee Kennedy made the motion (#6), seconded by Trustee Morgan, to adjourn to Executive Session for the purpose of discussing itigation, property acquisition, and personne. Cerk Oge caed the ro. Ayes: Trustees Heath, Kennedy, Morgan, Stevens, Trevarthan, and Waker. Nays: None. The motion carried. The Viage Board adjourned to Executive Session at 7: 54 P.M. J The Viage Board came out of Executive Session at 9:22 P.M. and resumed the reguar board meeting. No action was taken as a resut of Executive Session.

8 Vi age Board Apri 7, 2014 Page 8 ADJOURNMENT Trustee Trevarthan made a motion (#7), seconded by Trustee Morgan, to adjourn the reguar board meeting of Monday, Apri 7, A voice vote was taken. A were in favor. The motion carried. The meeting adjourned at 9:23 P.M. Keith Oge Viage Cerk As Amended f/ ' ~, im Hoand, Viage President /~ ~ Keith Oge, Viage Cerk