VILLAGE OF FRANKFORT EST l855 MINUTES OF THE REGULAR FRANKFORT VILLAGE BOARD MEETING APRIL 27, 2015 Mayor Jim Holland called the regular meeting of the Frankfort to order on Monday,, at 7:00 P.M. Village Clerk Keith Ogle called the roll. In attendance were Mayor Jim Holland, Clerk Keith Ogle, Trustees Cindy Heath, Bob Kennedy, Todd Morgan, Mike Stevens, Dick Trevarthan, and Doug Walker. Also in attendance were Attorney George Mahoney, Police Chief John Burica, and Administrator Jerry Ducay. INSTALLATION OF ELECTED OFFICIALS Mayor Holland administered the oath of office to newly re-elected Trustees Cindy Heath, Bob Kennedy, Mike Stevens and Clerk Keith Ogle. Their term of office is four years. APPROVAL OF SPECIAL ORDERS - UNANIMOUS CONSENT AGENDA All 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 unless a board member makes a request, in which event, the item will be removed from the Consent Agenda and will be considered separately. A. Approval of Minutes 1. Regular Meeting (April 13, 2015) B. Approval of Bills - $465,569.45 C. Community Services Committee 1. Trolley Barn Parking Lot Lease Agreement Approval - Resolution Accept the recommendation of the Community Services Committee and adopt A RESOLUTION (NO. 15-16) AUTHORIZING THE EXECUTION OF A TROLLEY BARN PARKING LOT LEASE AGREEMENT (11 S. WHITE STREET AND 21 S. WHITE STREET), authorizing the execution of a Trolley Barn Parking Lot Lease Agreement between the Village of Frankfort and Trolley Barn owners Mike Cartolano and Great Space LLC, for a term of five years, with the option to renew for an additional five years.
Page2 ' 1 D. Departmental Operations Committee Report 1. Waste Water Facility Plan: Engineering Design Firm Agreement Approvals a. Burns & McDonnell Agreement - Resolution RESOLUTION (NO. 15-17) AUTHORIZING EXECUTION OF AN ENGINEERING DESIGN SERVICES AGREEMENT WITH BURNS & MC DONNELL, to provide preliminary Phase I and II program management and permitting coordination services associated with projects identified for implementation in the Village of Frankfort's 20-year Facility Plan; with compensation for services based upon a flat engineering fee of$198,901.00. b. HR Green Agreement - Resolution RESOLUTION (NO. 15-18) AUTHORIZING EXECUTION OF AN ENGINEERING DESIGN SERVICES AGREEMENT WITH HR GREEN, to provide Regional Plant expansion engineering services associated with implementation of the Village of Frankfort's 20-year Facility Plan; with compensation for services based upon a lump sum of 6.2 percent(%) of the awarded contract amount. c. Strand & Associates Agreement - Resolution RESOLUTION (NO. 15-19) AUTHORIZING EXECUTION OF AN ENGINEERING DESIGN SERVICES AGREEMENT WITH STRAND & ASSOCIATES, to provide Regional Plant expansion and Hickory Creek lift station engineering services associated with implementation of the Village of Frankfort's 20- year Facility Plan; with compensation for services based upon a lump sum of 6.2 percent (%) of the awarded contract amount. d. Robinson Engineering Agreement - Resolution RESOLUTION (NO. 15-20) AUTHORIZING EXECUTION OF AN ENGINEERING DESIGN SERVICES AGREEMENT WITH ROBINSON ENGINEERING, to provide plant abandonment, Union Ditch interceptor sewer, regional sewer, Regional Plant excess flow pond engineering services associated with implementation of the Village of Frankfort's 20-year Facility Plan; with compensation for services based upon a lump sum of 6.2 percent(%) of the awarded contract amount. e. Baxter & Woodman Agreement - Resolution RESOLUTION (NO. 15-21) AUTHORIZING EXECUTION OF AN ENGINEERING DESIGN SERVICES AGREEMENT WITH BAXTER & WOODMAN, to provide West and North Plant pump stations, North Plant excess flow pond, Regional Plant lab building and mechanical screen engineering services associated with implementation of the Village of Frankfort's 20-year Facility Plan;
Page3 ' 1 with compensation for services based upon a lump sum of 6.2 percent (%) of the awarded contract amount. 2. Sanitary Sewer Video Inspections Bid Approval Accept the recommendation of the Departmental Operations Committee and authorize an expenditure to Hydro-Vision in the amount of $105,090.00 to provide video inspections for the Utility Department's annual sanitary sewer line maintenance program. 3. Pfeiffer Road Multi-Use Path Project Approvals a. IDOT Local Agency Agreement for Federal Participation b. IDOT Construction Engineering Services Agreement c. IDOT Resolution for Local Match Funding RESOLUTION (NO. 15-22) AUTHORIZING AN AGREEMENT WITH THE STATE OF ILLINOIS AND THE VILLAGE OF FRANKFORT FOR THE APPROPRIATION OF FUNDS FOR THE PFEIFFER ROAD MULTI-USE PATH PROJECT, authorizing execution of an Illinois Department of Transportation Local Agency Agreement and the appropriation of Motor Fuel Tax funds in the amount of $143,200*, of which $97,200.00 is the estimated 20% match for construction and $46,000.00 is the cost of engineering. (*Of the $46,000.00 in engineering costs, $36,800.00 will be reimbursed to the Village by the State of Illinois.) 4. 2015 Dump Truck Replacement Purchase Approval Accept the recommendation of the Departmental Operations Committee and authorize an expenditure to Rush Truck Center in an amount not to exceed $135,000.00 for the purchase of a 2016 International 7400 truck chassis with dump truck body and equipped with snow plow equipment. 5. 2015-2016 Lawn Maintenance Contract Approval Accept the recommendation of the Departmental Operations Committee and award the 2015-2016 lawn care services contract to Bill's Lawn Maintenance and Landscaping in the amount of$109,585.00. 6. 2015 Emerald Ash Borer Management Program: Reforestation Approval Accept the recommendation of the Departmental Operations Committee, reject the two disqualified low bidders and award the 2015 Emerald Ash Borer Management Program's reforestation contract to qualified low bidder Acres Group, in the amount of $200,220.00. 7. Village Hall Expansion Project Approvals a. Landscape Bid Approval Accept the recommendation of the Departmental Operations Committee and award the landscape services contract for the village hall expansion project to low bidder Woodland Commercial Landscape, Inc., in the total bid amount of $151,914.25. (This amount includes base bid of $134,041.45, plus Alternative #1 of $12,281.60, plus a portion of Alternative #2 of $5,591.20.)
Page4 ' 1 b. Irrigation System Bid Approval Accept the recommendation of the Departmental Operations Committee and award the irrigation services contract for the village hall expansion project to Chubasco Lawn Sprinklers, in the amount of $29,711.00. E. Financial Affairs Committee Report 1. Fiscal Budget 2015/2016: Approval and Adoption Accept the recommendation of the Financial Affairs Committee and approve the Village of Frankfort municipal budget for fiscal year 2015/2016. 2. End of Year Transfers: Approval Approve the year-end Village of Frankfort interfund transfers as presented and dated April 30, 2015. 3. Transfer to Taxing Bodies: Authorization Authorize staff to disburse funds to various taxing bodies collected on building permits during the fmal quarter of the fiscal year on April 30, 2015. F. Cartolano Subdivision: Plat of Dedication for Right-of-Way Acceptance - Resolution Adopt A RESOLUTION (NO. 15-23) AUTHORIZING ACCEPTANCE OF A ST. FRANCIS ROAD RIGHT-OF-WAY DEDICATION AND PUBLIC UTILITY AND DRAINAGE EASEMENT (CARTOLANO SUBDIVISION -PIN 19-09-14-100-007-0000), the dedication of a 50-foot right-of-way on the north side of St. Francis Road and an additional 10-foot public utility and drainage easement, per the Will County approved Cartolano Subdivision Final Plat, prepared by Joseph A. Schudt & Associates, dated March 16, 2015. Trustee Trevarthan made a motion (#1), seconded by Trustee Morgan, to approve the Unanimous Consent Agenda. Following a motion to approve, Trustees Heath, Kennedy, and Trevarthan provided a brief overview of the consent agenda docket items under consideration for approval. Mayor Holland invited trustee and audience comment on the consent agenda items prior to a vote being taken. An employee of Landscape Supply Inc. asked the the reason for the disqualification of his company (the low bidder) for the Emerald Ash Borer reforestation project. Mr. Ducay stated the bidder did not meet the bidding specifications in providing the number of references required and identifying projects that represented experience with this type of work in the bid documents. Trustee Stevens remarked the fiscal 2015/2016 budget would be approved without an increase to the residents' portion of the tax bill. Additionally, the Board briefly commented on some challenges with state funding in the state's new fiscal year beginning in July.
Page 5 r ) Clerk Keith Ogle called the roll. Ayes: Trustees Heath, Kennedy, Morgan, Stevens, Trevarthan, and Walker. Nays: None. The motion carried. MAYOR'S REPORT Mayor Holland administered the oath of office to full-time Patrol Officer Chad Riff, who had completed his probationary period with the Police Department in March. Officer Riff was commended for his community approach to policing the neighborhoods in the village and getting to know the residents. Mayor Holland extended a personal "thank you" to all residents who served on various village committees in the previous year and to those who applied for committee positions in the new fiscal year. He entertained a motion from the floor to approve the new fiscal year's committee appointments. Trustee Trevarthan made a motion (#2), seconded by Trustee Kennedy, to approve the Village of Frankfort committee and commission appointments made by Mayor Holland with the advice and consent of the Board for fiscal year 2015/2016. A voice vote was taken. All were in favor. The motion carried. Mayor Holland recognized the Frankfort businesses that generously donated to the Earth Day celebration on April 18 and the 200 volunteers who participated in the planting and clean-up activities. He suggested the Village and Frankfort Park District partner in planning next year's event. The Mayor announced Frankfort had been named the number one pet friendly Chicago suburb, according to a recent article published by Moveto, an online real estate brokerage company based in California. Mayor Holland commended Running Excels shoe store for its first annual half-marathon event in Frankfort. Over 400 runners participated in the well-organized event on Saturday, April 25. Additionally, the Country Market opened on Sunday, April 26, to large crowds, and it will continue through October 25. Mayor Holland shared his remarks made at a news conference earlier in the day in Chicago pertaining to Governor Rauner's proposal to reduce by fifty percent (50%) the share of income tax revenues distributed to local governments. In essence, he noted the proposal would transfer a budget problem from state government to local municipalities.
Page6 POLICE DEPARTMENT REPORT Police Chief Burica extended his congratulations to Officer Chad Riff on his full-time status as a Patrol Officer and to the three Trustees and Clerk on their re-election to office. VILLAGE ADMINISTRATOR'S REPORT When attending or hosting social events in the village, Administrator Ducay reminded residents opened bottles of alcohol may only be consumed on private property (not public property), in compliance with state law. VILLAGE ATTORNEY'S REPORT Village Attorney George Mahoney had no report. OTHER BUSINESS The Trustees congratulated Officer Riff for his community policing skills and Dave Schumpp for his twelve years of service on the Plan Commission. The Board expressed their appreciation to Mayor Holland for his excellent leadership and commended their colleagues who recently won re-election to another four-year term of service to the community. In addition, the Board recognized past, returning, and new members of the various village committees for their dedication to Frankfort and its quality of life. PUBLIC COMMENTS No public comments were received by the. ADJOURNMENT TO EXECUTIVE SESSION - PERSONNEL Trustee Trevarthan made the motion (#3), seconded by Trustee Morgan, to adjourn to Executive Session for the purpose of discussing personnel. Clerk Ogle called the roll. Ayes: Trustees Heath, Kennedy, Morgan, Stevens, Trevarthan, and Walker. Nays: None. The motion carried. The adjourned to Executive Session at 8:10 P.M. The came out of Executive Session at 8:47 P.M. and resumed the regular board meeting.
' i Page7 No action was taken as a result of Executive Session. ADJOURNMENT Upon return from Executive Session, the Board discussed the Nu-Way/Homewood Disposal agreement, which is up for renewal by the end of August. Mr. Ducay also gave the Board an update on the IMET investment fraud case. Trustee Trevarthan made a motion (#4), seconded by Trustee Morgan, to adjourn the regular board meeting of Monday,. A voice vote was taken. All were in favor. The motion carried. The meeting adjourned at 8:57 P.M. Keith Ogle Village Clerk X As Amended 1 Keith Ogle, Village Clerk