Winnetka Village Council REGULAR MEETING Village Hall 510 Green Bay Road Tuesday, May 2, 2017 7:00 p.m. Emails regarding any agenda item are welcomed. Please email contactcouncil@winnetka.org, and your email will be relayed to the Council members. Emails for the Tuesday Council meeting must be received by Monday at 4 p.m. Any email may be subject to disclosure under the Freedom of Information Act. AGENDA 1) Call to Order 2) Pledge of Allegiance 3) Quorum a) May 9, 2017 Study Session b) May 16, 2017 Regular Meeting c) June 6, 2017 Regular Meeting 4) Approval of Agenda 5) Consent Agenda a) Approval of Village Council Minutes i) April 18, 2017 Regular Meeting...3 b) Approval of Warrant List dated April 14 27, 2017...8 c) Resolution No. R-32-2017: Purchase of Police Patrol Vehicle (Adoption)...9 d) Resolution No. R-33-2017: Approving Change Order #2 to the Agreement with Burns & McDonnell Engineering Company for the Development of a Water Main Replacement Plan (Adoption)...21 e) Resolution No. R-34-2017: A Resolution Approving An Agreement With Northern Divers USA for Maintenance of the Water Plant's Raw Water Intake (Adoption)...24 f) Ordinance No. MC-5-2017: Amending the Code Regarding the Business Community Development Commission (Adoption)...70 6) Stormwater Report: None. 7) Ordinances and Resolutions: None. 8) Public Comment 9) Old Business: None. 10) Reports 11) Seating of New Village Council Agenda Packet P. 1
a) Village Clerk s Report: Election Results b) Administration of Oath of Office to Trustees-Elect Andrew Cripe, Robert Dearborn, Scott Myers and President-elect Christopher Rintz c) Call the new Council to Order 12) Ordinances and Resolutions a) Commendation Resolutions i) Resolution No. R-36-2017: Commending Trustee William Krucks (Adoption)...74 ii) Resolution No. R-35-2017: Commending President E. Gene Greable (Adoption)...75 13) Public Comment 14) New Business: None. 15) Appointments a) Council Organization 16) Reports 17) Closed Session 18) Adjournment NOTICE All agenda materials are available at villageofwinnetka.org (Government > Council Information > Agenda Packets & Minutes); the Reference Desk at the Winnetka Library; or in the Manager s Office at Village Hall (2 nd floor). Webcasts of the meeting may be viewed on the Internet via a link on the Village s web site: http://www.villageofwinnetka.org/government/village-videos/. The Village of Winnetka, in compliance with the Americans with Disabilities Act, requests that all persons with disabilities who require certain accommodations to allow them to observe and/or participate in this meeting or have questions about the accessibility of the meeting or facilities, contact the Village ADA Coordinator Megan Pierce, at 510 Green Bay Road, Winnetka, Illinois 60093, 847-716-3543; T.D.D. 847-501-6041. Agenda Packet P. 2
MINUTES WINNETKA VILLAGE COUNCIL REGULAR MEETING April 18, 2017 (Approved: xx) A record of a legally convened regular meeting of the Council of the Village of Winnetka, which was held in the Village Hall Council Chambers on Tuesday, April 18, 2017 at 7:00 p.m. 1) Call to Order. President Greable called the meeting to order at 7:00 p.m. Present: Trustees Andrew Cripe, William Krucks, Penfield Lanphier, Scott Myers, Christopher Rintz and Kristin Ziv. Absent: None. Also present: Village Manager Robert Bahan, Assistant Village Manager Megan Pierce, Village Attorney Peter M. Friedman, Community Development Director Mike D Onofrio, Director of Water & Electric Brian Keys, Assistant Director of Water & Electric Giovanni McLean, Finance Director Tim Sloth, Assistant Finance Director Nick Mostardo, and approximately 6 persons in the audience. 2) Pledge of Allegiance. President Greable led the group in the Pledge of Allegiance. 3) Quorum. a) May 2, 2017 Regular Meeting. All of the Council members present indicated that they expect to attend. b) May 9, 2017 Study Session. All of the Council members present indicated that they expect to attend. c) May 16, 2017 Regular Meeting. All of the Council members present indicated that they expect to attend. 4) Approval of the Agenda. Trustee Ziv, seconded by Trustee Myers, moved to approve the Agenda. By voice vote, the motion carried. 5) Consent Agenda a) Village Council Minutes. i) April 6, 2017 Rescheduled Regular Meeting. b) Warrant List. Approving the Warrant List dated March 31 April 13, 2017 in the amount of $927,083.04. c) Resolution No. R-27-2017: 2017 Street Rehabilitation and Public Improvement Project (Adoption). Approving a contract for the 2017 Street Rehabilitation and Public Improvement Program with ALamp Concrete Contractors, Inc. in an amount not to exceed $1,959,794.08. d) Resolution No. R-28-2017: Trenchless Relining of Sanitary Sewers (Adoption). Awarding a contract for 2017 sewer relining services to Visu-Sewer of Illinois, LLC for an amount not to exceed $150,000. Agenda Packet P. 3
Winnetka Village Council Regular Meeting April 18, 2017 e) Resolution No. R-29-2017: Approving a Class A-1 Liquor License for Mino's, LLC (Adoption). Approving a Class A-1 liquor license for Mino s, LLC at 985 Green Bay Road. f) Resolution No. R-30-2017: Approving an Agreement for Temporary Benefit Administrator Services (Adoption). Approving an agreement with GovTempUSA, LLC for services of a temporary Benefits Administrator. Trustee Myers, seconded by Trustee Krucks, moved to approve the foregoing items on the Consent Agenda by omnibus vote. By roll call vote, the motion carried. Ayes: Trustees Cripe, Krucks, Lanphier, Myers, Rintz and Ziv. Nays: None. Absent: None. 6) Stormwater Report. None. 7) Ordinances and Resolutions. a) Ordinance No. M-3-2017: 572 Lincoln Avenue, Medical Office Special Use Permit (Introduction/Adoption). Mr. D Onofrio reviewed this request to permit a medical office on the ground floor in the C-2 Commercial Overlay District. The applicant currently occupies an office in the building, and proposes to expand into a vacant space formerly occupied by a book store. Because the new space would be within 50 feet from the street frontage, a portion of the office will be in the Overlay District. Mr. D Onofrio explained that the Plan Commission voted unanimously to recommend in favor of the request, as it is not anticipated to affect existing parking or traffic in the area. The applicant has requested a waiver of introduction in order to proceed with adoption at this time. Trustee Cripe pointed out that the detailed findings of the Plan Commission specifically set out the rationale for recommending approval of the request. The Council discussed the request, and the applicant, Dr. Nelson, confirmed that the expansion is being requested to streamline the flow of people in and out of the office and to have patients spend less time in the waiting room. Dr. Nelson added that she does not foresee a large expansion of her practice, as she has a very personal style of interaction with her patients, and has no wish to join a large medical group. Trustee Lanphier commented that although the current request is reasonable, the Council should be careful to have a clear vision of what the retail district should look like and be thoughtful and global in its thinking about special uses. Trustee Krucks noted that locating medical offices within the community is an asset, as it is a matter of convenience to have your doctor in town. He recommended that the Council be mindful during its review of the Commercial Overlay districts that the face of retail is changing and big retailers are closing stores, liquidating, or losing stock value due to the popularity of E-commerce. Trustee Ziv, seconded by Trustee Krucks, moved to waive introduction of Ordinance No. M-3-2017. By roll call vote, the motion carried. Ayes: Trustees Cripe, Krucks, Lanphier, Myers, Rintz and Ziv. Nays: None. Absent: None. 2 Agenda Packet P. 4
Winnetka Village Council Regular Meeting April 18, 2017 Trustee Cripe, seconded by Trustee Ziv, moved to adopt Ordinance No. M-3-2017. By roll call vote, the motion carried. Ayes: Trustees Cripe, Krucks, Lanphier, Myers, Rintz and Ziv. Nays: None. Absent: None. b) Resolution No. R-31-2017: Approval of Deferred Compensation Agreement for the Village Manager (Adoption). Attorney Friedman explained that pursuant to the 2010 Employment Agreement between the Village and Manager Rob Bahan, a $250,000 equity loan was provided to assist in the purchase of a Winnetka home, necessary in order to comply with the Village s residency requirement. He said the deferred compensation agreement creates a new structure for handling the outstanding balance of the loan. He noted that the current agreement does not provide retention incentive for the Village Manager, nor does it provide a realistic vehicle for loan repayment or forgiveness. Trustee Cripe explained that while it is unusual to discuss an employee s compensation publicly, the Council decided to be very direct and transparent. He said the issue came to light during the Manager s annual compensation review, and he added that most other towns have an annual forgiveness schedule to go with their loans. The new agreement also alleviates difficulties with pension funding, as well as provides safety that the loan will be repaid. He noted that the new agreement allows for a more thoughtful compensation package and ensures transparency. The Trustees thanked Trustee Cripe for contributing his expertise in employment law and agreed that the new agreement is fair and adds a retention incentive. There being no public comment, Trustee Rintz, seconded by Trustee Cripe, moved to adopt Resolution No. R-31-2017. By roll call vote, the motion carried. Ayes: Trustees Cripe, Krucks, Lanphier, Myers, Rintz and Ziv. Nays: None. Absent: None. c) Ordinance No. MC-5-2017: Amending the Code Regarding the Business Community Development Commission (Introduction). Ms. Pierce explained that the Business Community Development Commission (BCDC) was disbanded last December, after the Council re-evaluated the structure of business development in the Village. A Code amendment is needed to formally remove the BCDC from Winnetka s roster of boards and commissions. A small change is also being made to the Plan Commission s membership provisions, to eliminate the liaison from the BCDC as a member of the Plan Commission. There being no comments or questions from the Council or audience, Trustee Myers, seconded by Trustee Krucks, moved to introduce Ordinance No. MC-5-2017. By voice vote, the motion carried. 8) Public Comment. None. 9) Old Business. a) Water Rate Study. Mr. Keys reviewed the Council s direction from the March 14 Study Session: (i) pursue an 8.5% rate track, with a single loan for a 100-year replacement cycle; (ii) develop scenarios for standardized service charges for 1-inch and smaller meters; and (iii) develop scenarios for phased-in service fees that attain 10% fixed cost recovery by 2020. He introduced David Naumann, from Burns & McDonald, to present the updated scenarios. 3 Agenda Packet P. 5
Winnetka Village Council Regular Meeting April 18, 2017 Mr. Naumann reviewed the new options for implementing service charges to provide for greater fixed cost recovery, which is a change from the Village s current reliance on volumetric water rates: Option 1: Volumetric rate with no service charge (for comparison purposes). Option 2: Volumetric rate + service charge which varies by meter size. Option 2A: Volumetric rate + uniform service charge for 1-inch and smaller meters (Recovers 5% fixed costs by 2020). Option 2B: Volumetric rate + uniform service charge for 1-inch and smaller meters with faster implementation (Recovers 10% fixed costs by 2020). Mr. Naumann noted that there is little difference in cost to residents between each option; however, there is a variation in the amount of fixed cost the Village recovers. He also assured the Council that Winnetka s rates under any scenario will remain lower than about one-third of comparable communities. Mr. Keys reminded the Council that the policy direction they provide tonight will be used to formulate rates for the 2018 Budget; however, those rates will not take effect until January 1, 2018. Thereafter, the Council will review and tweak the rates as it desires each year at budget time. The Council asked a few questions and discussed the options. Trustee Lanphier requested information about average household usage in summer vs. winter; Mr. Keys said he could provide that information in his 2018 budget presentation. Trustee Rintz commented that residents have been paying artificially low water rates for many years, and the Village needs to be more responsible in aligning with the true cost of water service and with the market. Answering a question, Mr. Naumann said Option 2B puts the Village at the least amount of risk, since fixed cost recovery is maximized. After a brief discussion, the Council agreed that Option 2B is the best rate design, as it removes the Village s reliance the weather, and increased water sales, to recoup its costs. 10) New Business. a) Tax Increment Financing (Policy Direction). Ms. Pierce explained that, based on direction from the March 7 Regular Council meeting, staff sought proposals from qualified firms to assist with a Tax Increment Financing (TIF) study. She reviewed the qualifications of Ehlers, which is Staff s preferred firm to perform Phase 1 of a Winnetka TIF study. She noted that the Council would hear a review of Phase 1 results before deciding if it wishes to proceed with Phases 2 and 3 of the Ehlers proposal. Next, she introduced Vice President Maureen Barry of Ehlers. Ms. Barry reviewed Ehlers approach to financial services via TIF, described the three phases of the proposal and the deliverables and noted that if the Subject Area does not qualify as a TIF District under State Statute, the process would end at Phase 1. If Ehlers determines that the Subject Area does qualify as a TIF District and the Village wishes to pursue the financing, a joint review board of the other impacted taxing bodies would be convened, and work would commence on Phases 2 and 3 of the proposal. 4 Agenda Packet P. 6
Winnetka Village Council Regular Meeting April 18, 2017 Answering questions from the Council, Ms. Barry explained that a recommendation to proceed would not be made unless Ehlers clearly determines that Winnetka meets the State s eligibility criteria for TIF. She added that it is Ehlers job to be very sure its recommendation can be defended from challenges; therefore, it will not recommend for the TIF if there is doubt that the Subject Area qualifies. Attorney Friedman noted that when a TIF gets challenged, it is usually on procedural grounds; it is rare that a determination from the consultant is overturned. Trustee Lanphier said since all the taxing bodies serve the same community, the Village is not in any way looking to harm the other institutions and she reminded the public that the Council is just investigating its financing options, one of which is TIF. Ms. Barry said Ehlers will work with other taxing bodies so they understand what the Village is trying to accomplish, adding that it is important to recognize TIF as a funding tool for making local improvements. After a few more questions and discussion, the Council reached consensus to allow the Village Manager, under his purchasing authority, to engage Ehlers for Phase 1 of its proposed TIF study. 11) Appointments. None. 12) Reports. a) Village President. None. b) Trustees. None. c) Attorney. None. d) Manager. None. 13) Closed Session. None. 14) Adjournment. Trustee Lanphier, seconded by Trustee Cripe, moved to adjourn the meeting. By voice vote, the motion carried. The meeting adjourned at 9:07 p.m. Deputy Clerk 5 Agenda Packet P. 7
Title: Agenda Item Executive Summary Presenter: Robert M. Bahan, Village Manager Agenda Date: 05/02/2017 Ordinance Resolution Bid Authorization/Award Consent: YES NO Policy Direction Informational Only Item History: None. Warrant List Executive Summary: The Warrant List dated April 14-27, 2017 was emailed to each Village Council member. Recommendation: Consider approving the Warrant List dated March 31 - April 13, 2017. Attachments: None. Agenda Packet P. 8
Agenda Item Executive Summary Title: Resolution No. R-32-2017: Purchase of Police Patrol Vehicle (Adoption) Presenter: Patrick Kreis, Chief of Police Agenda Date: 05/02/2017 Ordinance Resolution Bid Authorization/Award Consent: YES NO Policy Direction Informational Only Item History: The Police Department is equipped with a fleet of vehicles manufactured by both Chrysler / Dodge and Ford Motor Companies. The vehicles purchased for patrol use are typically designed with special police package options to increase their suitability and reliability. The typical lifespan of these vehicles is 85,000 police duty miles. Executive Summary: For this replacement, the Department is seeking to purchase a 2017 Ford Utility Interceptor with all wheel drive. The all wheel drive capability and other features make it particularly well suited as a police patrol vehicle. The all wheel drive feature improves handling in inclement weather and alleviates the need of seasonally installing special snow tires which is the current practice on these vehicles. The new vehicle will replace a 2010 Dodge Charger Police Sedan. The Ford Utility Interceptor is available through Currie Motors in conjunction with a competitive bid through the Suburban Purchasing Cooperative. The vehicle is specified to the needs of the department for $27,554.00. This amount is within the current year's budget. Recommendation: Consider approving Resolution No. R-32-2017 for the purchase of a 2017 Ford Utility Police Interceptor for total purchase price of $27,554.00. Attachments: 1) Resolution No. R-32-2017 2) Suburban Purchasing Cooperative Award Letter - November 15, 2016 3) Purchase Proposal - Currie Motors Agenda Packet P. 9
A RESOLUTION APPROVING THE PURCHASE OF A POLICE PATROL VEHICLE RESOLUTION NO. R-32-2017 WHEREAS, Article VII, Section 10 of the Constitution of the State of Illinois, and the Intergovernmental Cooperation Act, 5 ILCS 220/1 et seq., authorize and encourage intergovernmental cooperation; and WHEREAS, the Village of Winnetka ( Village ) is a member of the Northwest Municipal Conference ("NWMC"), a corporate organization representing municipalities and townships located within the State of Illinois and Counties of Cook, DuPage, Kane, Lake, and McHenry; and WHEREAS, the Village participates in the NWMC Suburban Purchasing Cooperative ("SPC"), which permits local governments to purchase commodities and services according to contracts negotiated by the NWMC, resulting in significant savings for the Village; and WHEREAS, the Village Police Department ( Department ) has identified the need to replace an existing police vehicle with a 2017 Ford Police Utility Interceptor Vehicle ( New Vehicle ); and WHEREAS, the SPC sought bids for the award of a contract for the purchase of the New Vehicle ("Purchase Contract"); and WHEREAS, the SPC identified Currie Motors, of Frankfort, Illinois ("Currie"), as the low responsible bidder for the Purchase Contract with a purchase price of $27,554.00; and WHEREAS, the Village President and Board of Trustees have determined that it will serve and be in the best interest of the Village to purchase a New Vehicle from Currie, in the amount of $27,554.00, in accordance with the SPC and the Purchase Contract; NOW, THEREFORE, BE IT RESOLVED, by the Council of the Village of Winnetka, Cook County, Illinois, as follows: SECTION 1. RECITALS. The Village Council adopts the foregoing recitals as its findings, as if fully set forth herein. SECTION 2. APPROVAL OF PURCHASE. The Village Council hereby approves the purchase by the Village of the New Vehicle from Currie, in the total amount of $27,554.00, in accordance with the SPC and the Purchase Contract. SECTION 3. AUTHORIZATION TO PURCHASE. The Village Council authorizes and directs the Village President, the Village Manager, and the Village Clerk to execute and attest, respectively, on behalf of the Village, all documents approved by the Village Attorney and necessary to purchase the New Vehicle from Currie in an amount not to exceed $27,554.00. May 2, 2017 R-32-2017 Agenda Packet P. 10
SECTION 4. EFFECTIVE DATE. This Resolution will be in full force and effect from and after its passage and approval as provided by law. ADOPTED this day of, 2017, pursuant to the following roll call vote: AYES: NAYS: ABSENT: ABSTAIN: Signed Countersigned: Village President Village Clerk May 2, 2017 R-32-2017 Agenda Packet P. 11
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Title: Agenda Item Executive Summary Resolution No. R-33-2017: Approving Change Order #2 to the Agreement with Burns & McDonnell Engineering Company for the Development of a Water Main Replacement Plan (Adoption) Presenter: Brian Keys, Director of Water & Electric Agenda Date: 05/02/2017 Ordinance Resolution Bid Authorization/Award Consent: YES NO Policy Direction Informational Only Item History: At the December 1, 2015 Village Council Meeting, the Council approved Resolution No. R-43-2015: Approving an Agreement with Burns & McDonnell Engineering Company Inc. for Professional Services. The consultant was retained to develop an asset replacement strategy for the aging water distribution system and conduct a rate study. The Village Council approved Resolution No. R-66-2016, authorizing change order #1 at the December 20, 2016 Village Council Meeting for the preparation additional retail rate comparisons, funding scenarios, and rate scenarios. Executive Summary: At the March 14, 2017 Study Session, representatives from Burns & McDonnell presented additional retail rate comparisons, revised financial scenarios and preliminary rate designs. Burns & McDonnell was asked to update the financial plan based on the Council's input and to provide additional rate designs utilizing a monthly service charge component for further consideration of the rate design. The consultant prepared and presented the requested information at the April 18th Village Council Meeting. The additional analysis work, travel and fourth public meeting presentation were outside the original scope of the Request for Proposal. As such, the consultant is requesting additional funding. Burns & McDonnell has estimated the additional services at $3,100 above the presently awarded amount of $61,247. During development of the 2017 budget, the Water Rate Study was expected to be completed in fiscal year 2016. No funds were specifically allocated to the Water Rate Study. Funding to complete the Water Rate Study will be drawn from the $155,000 budgeted for Consulting Services (account 520.60.01-551) in the 2017 Water Fund Budget. Resolution No. R-33-2017, prepared by the Village Attorney, authorizes the Village President and Village Clerk, to execute and attest, a change order to the agreement with Burns & McDonnell Engineering Company Inc. Recommendation: Consider adoption of Resolution No. R-33-2017, approving change order #2 to the agreement with Burns & McDonnell Engineering Company Inc. for the development of a water main replacement plan. Attachments: Resolution No. R-33-2017: A Resolution Approving Change Order No. 2 to the Agreement with Burns & McDonnell Engineering Company Inc. for the Development of a Water Main Replacement Plan Agenda Packet P. 21
RESOLUTION NO. R-33-2017 A RESOLUTION APPROVING CHANGE ORDER NO. 2 TO THE AGREEMENT WITH BURNS & MCDONNELL ENGINEERING COMPANY, INC. FOR THE DEVELOPMENT OF A WATER MAIN REPLACEMENT PLAN WHEREAS, Article VII, Section 10 of the 1970 Illinois Constitution authorizes the Village of Winnetka ( Village ) to contract with individuals, associations, and corporations in any manner not prohibited by law or ordinance; and WHEREAS, on December 1, 2015, the Village Council approved R-43-2015 authorizing the Village to enter into an agreement with Burns & McDonnel Engineering Company, Inc. ( Consultant ), for the performance of consulting services for the development of a comprehensive water main replacement plan and water rate study for the Village ( Services ) in an amount not to exceed $48,840.00 ( Agreement ); and WHEREAS, while performing the Services, the Village determined that it desired additional services to be performed by the Consultant, which additional services were authorized in an amount not to exceed $12,407.00 by Change Order No. 1; and WHEREAS, the Consultant was subsequently asked to provide additional rate designs utilizing a monthly service charge component and to attend an additional Village Council meeting (collectively, the Additional Services ), which Additional Services are outside the scope of the Agreement and Change Order No. 1; and WHEREAS, the Village and the Consultant desire to ratify Change Order Number 2 under the Agreement to authorize the Consultant to carry out the performance of the Additional Services in the not-to-exceed amount of $3,100.00 ("Change Order No. 2"); and WHEREAS, the Village Council has determined that it is in the best interests of the Village and its residents to issue Change Order No. 2; NOW, THEREFORE, BE IT RESOLVED, by the Council of the Village of Winnetka, Cook County, Illinois, as follows: SECTION 1: RECITALS. The Village Council hereby adopts the foregoing recitals as its findings, as if fully set forth herein. SECTION 2: APPROVAL OF CHANGE ORDER NO. 2. The Village Council hereby ratifies and approves Change Order No. 2 in a final form approved by the Village Attorney. SECTION 3: AUTHORIZATION TO EXECUTE CHANGE ORDER NO. 2. The Village Council hereby authorizes and directs the Village Manager and the Village Clerk to execute and attest, respectively, on behalf of the Village, the final Change Order No. 2. May 2, 2017 R-33-2017 Agenda Packet P. 22
SECTION 4: EFFECTIVE DATE. This Resolution shall be in full force and effect from and after its passage and approval according to law. ADOPTED this day of May, 2017, pursuant to the following roll call vote: AYES: NAYS: ABSENT: ABSTAIN: Signed Countersigned: Village President Village Clerk May 2, 2017 R-33-2017 Agenda Packet P. 23
Agenda Item Executive Summary Title: Resolution No. R-34-2017: A Resolution Approving An Agreement With Northern Divers USA for Maintenance of the Water Plant's Raw Water Intake (Adoption) Presenter: Brian Keys, Director of Water & Electric Agenda Date: 05/02/2017 Ordinance Resolution Bid Authorization/Award Consent: YES NO Policy Direction Informational Only Item History: The Water Plant intake is 20 in diameter and extends 3,000 feet along the bottom of the lake. Sand and stone are used to protect the pipe and keep it in place. However, over time, material can be displaced by wave action. Periodic dive inspections are performed to monitor the intake s condition. During the 2016 inspection of the intake, the contractor identified seven different locations of exposed pipe that are not covered by sand or stone which require the placement of additional stone to protect the pipe. Similar work was last performed in the summer of 2015. Executive Summary: Bid #017-012 was issued for the required maintenance work on the the Water Plant's raw water intake. The bid notice was advertised in the Winnetka Talk and posted to the on-line bidding service Demand Star. One bid was received from Northern Divers USA in the amount of $113,700. The Village has previously used Northern Divers USA for work at the Water Plant. In 2015, Northern Divers performed similar raw water intake maintenance work. The contractor has also replaced valves in the Water Plant's raw water wet well. The 2017 scope of work includes installing a new access hatch on the intake screen, cleaning the intake screen, and placing stone at seven locations where the raw water pipe was identified as exposed. At the conclusion of the work, the contractor will document the intake's condition with video equipment. The FY 2017 Budget for the Water Fund (account #: 520.61.40-620) contains $135,000 allocated for this work. Staff is requesting approval for $128,825. The additional $15,125 above the bid amount is requested as contingency for additional stone work if needed. The bid document required the contractor to quote a unit price for additional stone. Northern Divers quoted $275/ton for additional stone beyond the amount specified in the bid. This would permit staff to address additional sections of exposed pipe if conditions have changed from the 2016 inspection. Resolution No. R-34-2017, prepared by the Village Attorney, authorizes the Village President and Village Clerk to execute and attest, an agreement with Northern Divers USA for maintenance of the Water Plant's raw water intake. Recommendation: Consider adoption of Resolution No. R-34-2017, A Resolution Approving An Agreement With Northern Divers USA Inc. for Maintenance of the Water Plant's Raw Water Intake. Attachments: Resolution No. R-34-2017, A Resolution Approving An Agreement With Northern Divers USA Inc. for Maintenance of the Water Plant's Raw Water Intake. Exhibit A: Village of Winnetka Contract For The Raw Water Intake Maintenance Agenda Packet P. 24
RESOLUTION NO. R-34-2017 A RESOLUTION APPROVING AN AGREEMENT WITH NORTHERN DIVERS USA, INC. FOR MAINTENANCE OF THE WATER PLANT S RAW WATER INTAKE WHEREAS, Article VII, Section 10 of the 1970 Illinois Constitution authorizes the Village of Winnetka ( Village ) to contract with individuals, associations, and corporations in any manner not prohibited by law or ordinance; and WHEREAS, the Village has appropriated funds for the maintenance of the Village Water Plant s raw water intake ( Work ); and WHEREAS, the Village requested bids for the procurement of the Work; and WHEREAS, the Village received one bid for the procurement of the Work and opened the bid on April 20, 2017; and WHEREAS, pursuant to Chapter 4.12 of the Village Code and the Village s purchasing manual, the Village Council has determined that Northern Divers USA, Inc. ( Contractor ), is the lowest responsible bidder for the Work; and WHEREAS, the Village Council desires to enter into a contract with Contractor for the performance of the Work ( Contract ) for a price not to exceed $128,825.00, which price includes $15,125.00 in contingency funds in the event that the Village determines that additional stone work is needed while the Work is being performed; and WHEREAS, the Village Council has determined that it is in the best interests of the Village and its residents to enter into the Contract with Contractor; NOW, THEREFORE, BE IT RESOLVED, by the Council of the Village of Winnetka, Cook County, Illinois, as follows: SECTION 1: RECITALS. The Village Council hereby adopts the foregoing recitals as its findings, as if fully set forth herein. SECTION 2: APPROVAL OF AGREEMENT. The Village Council hereby approves the Contract in substantially the form attached to this Resolution as Exhibit A and in a final form approved by the Village Attorney. SECTION 3: AUTHORIZATION TO EXECUTE AGREEMENT. The Village Council hereby authorizes and directs the Village President and the Village Clerk to execute and attest, respectively, on behalf of the Village, the final Contract after receipt by the Village Manager of two executed copies of the final Contract from Contractor; provided, however, that if the Village Manager does not receive two executed copies of the final Contract from Contractor within 60 days after the date of adoption of this Resolution, then this authority to execute and seal the final Agreement will, at the option of the Village Council, be null and void. May 2, 2017 R-34-2017 Agenda Packet P. 25
SECTION 4: EFFECTIVE DATE. This Resolution shall be in full force and effect from and after its passage and approval according to law. ADOPTED this day of May, 2017, pursuant to the following roll call vote: AYES: NAYS: ABSENT: ABSTAIN: Signed Countersigned: Village President Village Clerk May 2, 2017 R-34-2017 Agenda Packet P. 26
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Agenda Item Executive Summary Title: Ordinance No. MC-5-2017: Amending the Code Regarding the Business Community Development Commission (Adoption) Presenter: Megan E. Pierce, Assistant Village Manager Agenda Date: 05/02/2017 Ordinance Resolution Bid Authorization/Award Consent: YES NO Policy Direction Informational Only Item History: April 18, 2017: Village Council Regular Meeting (Introduction) Executive Summary: In December, 2016, the service of the Business Community Development Commission (BCDC) advisory board was discontinued. Though the BCDC and its members had made helpful contributions, Council and Staff agreed to focus efforts on implementation of the Downtown Master Plan. The Village also recently engaged its first full-time Economic Development Coordinator, whose role is heavily involved with business communications and partnerships. In order to formally dissolve this advisory board, the Village Code must be amended. The Village Attorney has drafted Ordinance No. MC-5-2017 to provide for this change. In addition, the Ordinance provides for the related change in membership for the Plan Commission, since a representative of the BCDC previously served on that body. Going forward, there would be six at-large members of the Plan Commission. Recommendation: Staff recommends adoption of Ordinance No. MC-5-2017. Attachments: 1) Ordinance No. MC-5-2017 Agenda Packet P. 70
ORDINANCE NO. MC-5-2017 AN ORDINANCE AMENDING THE WINNETKA VILLAGE CODE REGARDING THE BUSINESS COMMUNITY DEVELOPMENT COMMISSION WHEREAS, the Village of Winnetka is a home rule municipality in accordance with Article VII, Section 6 of the Constitution of the State of Illinois of 1970 and has the authority to exercise any power and perform any function pertaining to its government and affairs; and WHEREAS, Chapter 3.22 of the Winnetka Village Code ( Village Code ) creates the Business Community Development Commission ( BCDC ), which acts in an advisory capacity to the Village Council on matters relating to business and economic development opportunities within the Village; and WHEREAS, Section 3.08.020 of the Village Code requires one member of the Plan Commission to be a member of the BCDC; and WHEREAS, the Village has determined that the Village s business and economic development goals can be more efficiently addressed by other commissions and through other types of interactions with the Village s business community; and WHEREAS, the Village Council desires to amend Title 3 of the Village Code to in order to dissolve the BCDC ( Proposed Amendments ); and WHEREAS, the Village Council has determined that adoption of the Proposed Amendments as set forth in this Ordinance is in the best interest of the Village and its residents; NOW, THEREFORE, the Council of the Village of Winnetka do ordain as follows: SECTION 1: RECITALS. The foregoing recitals are hereby incorporated into this Section as the findings of the Village Council, as if fully set forth herein. SECTION 2: REPEALER. Chapter 3.22, titled Business Community Development Commission, of the Village Code is hereby repealed in its entirety and reserved for future use. SECTION 3: QUALIFICATIONS AND APPOINTMENT OF MEMBERS. Section 3.08.020, titled Qualification and Appointment of Members, of Chapter 3.08, titled Plan Commission, of Title 3, titled Boards and Commissions, of the Village Code is hereby amended to read as follows: Section 3.08.020 Qualification and Appointment of Members. A. Qualification of Members. In addition to being residents of the Village, the members of the Plan Commission shall have the following qualifications: May 2, 2017 MC-5-2017 Agenda Packet P. 71
1. One member shall be a Village Trustee, who shall serve as an ex officio member of the Commission and shall not be a voting member. 2. One member shall be a member of the Zoning Board of Appeals created by Chapter 3.44 of this Code, provided, that the member of the Zoning Board of Appeals shall not vote on any zoning application that comes before the Plan Commission if the same matter is also required to be considered by the Zoning Board of Appeals, as provided in Title 17 of this Code. 3. One member shall be a member of the Business Community Development Commission created by Chapter 3.22 of this Code. 43. One member shall be a member of the Environmental and Forestry Commission created by Chapter 3.04 of this Code. 54. One member shall be a member of the Landmark Preservation Commission created by Chapter 3.40 of this Code. 65. One member shall be a member of the Board of Park Commissioners of the Winnetka Park District. 76. One member shall be a member of the Board of Education of Winnetka Elementary School District No. 36. 87. One member shall be a member of the Board of Trustees of the Winnetka-Northfield Public Library District. 98. The remaining fivesix members shall be appointed from among the residents of the Village. B. Appointment. All members of the Plan Commission shall be appointed by the Village President, with the advice and consent of the Village Trustees. SECTION 4: EFFECTIVE DATE. This Ordinance shall be in full force and effect from and after its passage, approval, and publication in the manner provided by law. [SIGNATURE PAGE FOLLOWS] May 2, 2017 MC-5-2017 Agenda Packet P. 72
PASSED this day of, 2017, pursuant to the following roll call vote: AYES: NAYS: ABSENT: APPROVED this day of, 2017. Signed: Countersigned: Village President Village Clerk Introduced: April 18, 2017 Passed and Approved:, 2017 Published by authority of the President and Board of Trustees of the Village of Winnetka, Illinois, this day of, 2017. May 2, 2017 MC-5-2017 Agenda Packet P. 73
RESOLUTION NO. R-35-2017 THE VILLAGE COUNCIL OF WINNETKA, ILLINOIS May 2, 2017 WHEREAS, E. Gene Greable has faithfully served the Village of Winnetka as Village President for two terms, from 2013 to 2017; and WHEREAS, Mr. Greable also served on the Downtown Master Plan Steering Committee, and prior to being elected President, he served as Village Trustee for two terms, from 2008 to 2012, on the Zoning Board of Appeals from 2006 to 2008, and as Chair of the Plan Commission from 2012 to 2013; and WHEREAS, he was instrumental in ensuring advances were made in the area of flood relief, overseeing approximately $11 million in stormwater projects, including adoption of a Stormwater Master Plan to provide comprehensive stormwater management goals; implementation of a stormwater utility to fund the Village s stormwater system; three major projects in northeast and northwest Winnetka; two new pump stations; and engaging Strand Associates to identify flood relief opportunities in the Southwest Winnetka watershed; and WHEREAS, as a strong advocate for the long-term health of the business districts, he advanced the Urban Land Institute recommendations, oversaw the creation of Winnetka s first Downtown Master Plan, which was adopted as part of the Winnetka 2020 Comprehensive Plan, and presided over the Council s preliminary approval process for a large-scale planned development project; and WHEREAS, his diligent work, data driven analysis, capital budgeting, stewardship of resources, and attention to the smallest detail resulted in holding down costs for Winnetka residents with a 0% local property tax increase for the past three years, while still providing the excellent services and meeting the community s high expectations; and WHEREAS, his able and focused leadership contributed to accomplishment and significant initiatives over the last decade, including implementing new financial software that offers customer service enhancements and which resulted in the alignment of Winnetka s fiscal year with the calendar year; administering Winnetka s first-ever citizen s survey; engaging professionals to provide contractual building and plan review services, which provides cost savings and flexibility in the application of the Village s building codes; commissioning ongoing rate studies for Winnetka s water and electric utilities, to plan for the future viability of these vital utilities; establishing an Administrative Adjudication process to simplify the disposition of minor Code violations; authorizing a combined police emergency dispatch system; celebrating the 100 th anniversary of Winnetka s Council-Manager form of government with Founders Day activities and a special publication. NOW THEREFORE, BE IT RESOLVED that the Village Council, on behalf of the Village of Winnetka and Village staff, commends E. Gene Greable for his unselfish dedication and generous donation of time, effort, and expertise to serving our community and extends to him sincere appreciation for his contributions to this Village; and BE IT FURTHER RESOLVED that E. Gene Greable transmits this Village greater and more beautiful than it was transmitted to him. Further, the Village Council wishes E. Gene Greable a terrific future with life s greatest joy and health. Attest: Christopher Rintz, Village President Robert M. Bahan, Village Manager Agenda Packet P. 74
RESOLUTION NO. R-36-2017 THE VILLAGE COUNCIL OF WINNETKA, ILLINOIS May 2, 2017 WHEREAS, William Krucks has faithfully served the Village of Winnetka as Village Trustee for three years, from 2014 to 2017, serving as President Pro Tem from 2016 to 2017; and WHEREAS, Mr. Krucks also served on the Downtown Master Plan Steering Committee, and prior to being appointed and elected Trustee, he served Winnetka on the Zoning Board of Appeals and as Chair of the Plan Commission; and WHEREAS, during his tenure on the Village Council, he served as the Council s Representative to the RED Center, Landmark Preservation Commission, and as Stormwater Infrastructure and Downtown Master Plan liaison; and WHEREAS, as Village Trustee, Mr. Krucks furthered the Village s goal of flood risk reduction by approving a Stormwater Alternatives study for Southwestern Winnetka which concluded in a Final Concept Vision that brings area stakeholders together to improve Winnetka s stormwater detention and management capabilities; and he further advanced the Village s stormwater objectives by approving a ban on phosphorus fertilizers to improve Winnetka s water quality and by supporting reinstatement of the Backflow Prevention Program to assist homeowners with sanitary sewer backups; and WHEREAS, Mr. Krucks demonstrated his commitment to improving the quality of life for all Winnetkans by voting to approve the implementation of new financial software to enhance customer service, and improving the safety of the community by supporting a combined dispatch system for emergency services; and WHEREAS, he helped to promote the interests of the business community and community at large and contributed to vibrancy in the commercial districts by serving on the Steering Committee for the creation of Winnetka s first Downtown Master Plan and by voting to adopt the new Plan as a component of the Winnetka 2020 Comprehensive Plan, and by approving a transit-oriented preliminary planned development; and WHEREAS, by listening attentively to public input and thoroughly considering the reports and studies prepared by advisory committees, consultants and Village staff, his commitment to transparent public process, and his prudent deliberation of all matters of public policy brought before the Village Council, Mr. Krucks enhanced the deliberations of the governing body. NOW THEREFORE, BE IT RESOLVED that the Village Council, on behalf of the Village of Winnetka and Village staff, commends William Krucks for his unselfish dedication and donation of time, effort, and expertise to serving our community and extends to him sincere appreciation for his contributions to this Village; and BE IT FURTHER RESOLVED that William Krucks transmits this Village greater and more beautiful than it was transmitted to him. Attest: Christopher Rintz, Village President Robert M. Bahan, Village Manager Agenda Packet P. 75