Minutes Regular Meeting Glen Ellyn Village Board of Trustees July 28, 2008 Call to Order Roll Call Village President Hase called the meeting to order at 8:05 p.m. Upon roll call by Village Clerk Draths, Village President Hase and Trustees Armstrong, Chapman, Comerford, Ladesic, Norton and Thorsell answered, Present. Pledge of Allegiance Village President Hase led the Pledge of Allegiance. Correspondence a. June 2, 2008 letter from School District 89 to Police Officer Stephanie Dorsey, forwarding their thanks for her help in educating their eighth-grade students about the consequences of cyberbullying and cyberstalking. b. June 23 thank-you note from residents to Police Officer Thomas Staples, commenting on how much they enjoyed the Police Academy classes for seniors. c. Letter received June 23, 2008 from Sherry Yarema, President of the Wheaton-Glen Ellyn chapter of the American Association of University Women, sending her thanks and appreciation on behalf of the AAUW to Civic Center staff who helped make their 47 th annual book sale a success. Those staff members included Facilities Manager Daniel Sullivan, Custodial Supervisor Harold Kolze, Administrative Secretary Suzanne Connors, and Custodian Gary Kostal. d. July 7, 2008 letter of resignation from Michael Noland tendering his resignation from the Recreation Commission effective immediately. e. July 23, 2008 e-mail from John Schreiber tendering his resignation from the Historic Preservation Commission effective immediately. f. July 17, 2008 letter from Elder Glenn Williams of the Glen Ellyn Bible Church, sending his thanks to Community Service Officer Rose Volpe for the tour of the Police Department which she provided for the Bible Church and World Relief.
g. July 23, 2008 phone message from a resident complimenting Kramer Tree Service for the extraordinary job they do when picking up the brush and branches. h. July 2, 2008 e-mail from a resident to Civil Engineer Jeff Perrigo, thanking Jeff and all the staff involved with the Montclair Parking Lot Project for the great work which was done and completed on time. i. June 9, 2008 e-mail from a resident complimenting Village Forester Peggy Drescher for her expertise in the selection of a parkway tree; the resident was pleased with the tree and the Forestry program in general. j. June 11, 2008 e-mail from a resident complimenting the Public Works Department for their prompt response to his call reporting a hazardous tree overhanging a sidewalk. He especially wanted to thank Secretary Kathy Horn for her polite and knowledgeable way in which the report was handled. k. July 17 and 18, 2008 e-mail messages from residents to Public Works Director Joe Caracci thanking him for responding to their concerns regarding the cleaning of the Cottage Avenue Water Tower. Audience Participation a. Glen Ellyn Jaycee President Lisa Demos formally presented Police Chief Phil Norton with a Segway motorized police vehicle; a $500 check for the DARE account (Drug Abuse Resistance Education); and a $500 donation to the Madden Scholarship Fund from the Glen Ellyn Jaycees. b. Police Chief Phil Norton and Booie Madden presented the first two Robert F. Madden scholarships to Ashley White from Glenbard West High School and Colton Parchem from Glenbard South High School. The scholarship was established in memory of Robert Bob Madden, a Glen Ellyn Police Sergeant who enjoyed a 28-year career with the Police Department before succumbing to ALS on May 22, 2007. The scholarship was initially created with an anonymous donation of $10,000. c. President Hase presented a proclamation to volunteers Phil Norton and Alex Demos, recognizing this year s Fourth of July Committee for its tremendous efforts in providing another memorable Independence Day. d. Carl Cepuran, 629 Hillside Avenue, mentioned concerns regarding website postings of Plan Commission minutes; the Village s emergency ambulance contract; and construction fencing at the Duane Street Row House project. Village Attorney Stewart Diamond reminded the Village Board that the Village is legally required to post only Village Board meeting minutes and agendas on the website. Page 2
Village Manager Steve Jones stated that staff is currently soliciting RFP s regarding the emergency ambulance contract. Village Planner Michele Stegall said that due to a departmental miscommunication some Plan Commission meeting minutes had inadvertently not yet been posted on the Village website. Village Planner Stegall confirmed that a demolition permit had been issued for the Duane Street Row House project and that she would look into construction fencing of the site. Remove Recreation Commission Appointment from Consent Agenda Trustee Armstrong moved and Trustee Chapman seconded the motion to remove the appointment of Robert B. Chapman to the Recreation Commission from the July 28, 2008 Consent Agenda and place it on the Regular Village Board Meeting Agenda. Upon roll call, Trustees Armstrong, Chapman, Comerford, Ladesic, Norton and Thorsell voted Aye. Motion carried. Consent Agenda Village Manager Jones presented the Consent Agenda; Village President Hase called for questions and/or discussion on the items on the Consent Agenda. Trustee Armstrong moved and Trustee Ladesic seconded the motion that the following items included on the Consent Agenda be approved: a. Minutes of the following Village Board Meetings: Pre-Board Workshop June 9, 2008 June 23, 2008 Regular Workshop March 19, 2007 April 16, 2007 June 16, 2008 Special Workshop May 12, 2008 Regular Meeting May 12, 2008 June 9, 2008 June 23, 2008 b. Total Expenditures (Payroll and Vouchers) - $4,108,757.31. The vouchers were reviewed by Trustee Armstrong prior to the meeting. Page 3
c. Recommendation of Village President Hase that Bonnie S. Girsch be appointed as Chairman of the Recreation Commission through December 31, 2008. d. Authorize the execution of an account application to participate in the Illinois Funds Prime Fund. The Illinois Funds is a State-wide investment pool administered by the Illinois State Treasurer s Office and is available to units of local government throughout the State. This Fund holds the highest ratings available from Standard & Poor s relating to the stability of principal balances. Participation in this Fund would enhance the Village s return on invested cash balances without assuming additional risk. e. Waive competitive bidding and approve the purchase of 11 metal pedestrian benches from Howard L. White & Associates of Buffalo Grove, Illinois for the total amount of $13,101, to be expensed to the FY 08-09 General Fund. The Village is in the third year of a five-year program to replace all 50+ pedestrian benches in our downtown business district. In 2006, the Village Board, merchants and Chamber of Commerce Downtown Appearance Committee chose between three different types of metal benches. The black metal style chosen was believed to be more distinctive, a better match to the black light poles and trash containers, and would require less maintenance in the years ahead. f. Engineering services agreement with Engineering Resource Associates, Inc., of Warrenville, Illinois to conduct the 2008 Taylor Basin Drainage Study, in a notto-exceed amount of $67,000 (including a 5-percent contingency), to be expensed to the FY 08-09 Capital Projects Fund. This agreement retains an engineering consultant to perform a drainage study in the Taylor Basin watershed. In 2010, the area bounded by Bryant, Walnut, Whittier and Hillside is slated for roadway rehabilitation work, including the reconstruction of Bryant Avenue between Turner and Walnut. The Bryant Avenue Thain s Addition project area lies entirely within the Taylor Basin, an area that has seen numerous major storm sewer improvements in the past 20 years. While the core backbone storm sewers are now in place throughout the Taylor Basin, there are still periodic reports of flooding and damage during heavy rainfall events (greater than the design storm capacity) as well as smaller-scale backyard ponding and nuisance situations. The study would identify deficiencies and problem areas in the drainage network and potential remedial actions in advance of the detailed design of the Bryant Thain s Addition project. The drainage report would provide cost information, short-term and long-term action plans, and a summary of opportunities and limitations related to drainage issues for future reference by staff and residents. Engineering Resource Associates, Inc. was selected as the project design consultant based on their proven track record of design Page 4
for major Glen Ellyn projects in the past ten years as well as their expertise in stormwater management and design. g. Waive competitive bidding and award a construction contract to Orange Crush, LLC, of Hillside, Illinois for the 2008 Skip Patching Program in the amount of $70,000 (including a 7-percent contingency), to be expensed to the FY 08-09 Contract Street Maintenance line item in the Capital Project Fund. Annually, Public Works identifies roadways throughout the Village that would benefit from large-scale surface patching. The work includes 1-1/2 to 2 surface removal and resurfacing. The street segments that are under consideration this year include Lenox from Hawthorne to Oak, Forest from Hawthorne to Maple, Grandview from Hill to Smith, Prairie from Oak to Elm, Kenilworth from Hill to Greenfield, and the alley between Park and Annandale, from Hillside to Duane. Orange Crush, LLC, provided the lower of two proposals for the work provided by qualified companies with experience in Glen Ellyn. Construction is expected to occur in August 2008. h. Waive Section 10-4-17.2(B)25 for the C5B Central Business District of the Village Code concerning a special use for outdoor sales, storage, tents, promotional activities and events for Bridge Communities Sleep out Rally to occur on Saturday, November 1, 2008 from 6:30 p.m. to 9:00 p.m. in the Crescent Boulevard Parking Lot in downtown Glen Ellyn. The Sleep Out Rally s primary objective is to raise awareness about homelessness in DuPage County and to raise money to support homeless families. It is held in conjunction with the annual Sleep Out Saturday event. The Rally has an anticipated attendance of 1,000 people and would include the service of hot beverages and a band that will play from 6:30 p.m. to 7:00 p.m. and from 8:00 p.m. to 8:30 p.m. i. Ordinance No. 5689-VC, an Ordinance Amending Chapter 7 of Title 4 (Stormwater and Flood Plain Regulations) of the Village Code of the Village of Glen Ellyn, Illinois, to Adopt the DuPage County Countywide Stormwater and Flood Plain Ordinance as Amended on April 8, 2008. The Village last updated the DuPage County Countywide Stormwater and Flood Plain Ordinance in November of 2005. Since that time, DuPage County has adopted a number of amendments to the ordinance. This action would adopt the DuPage County Countywide Stormwater and Flood Plain Ordinance including the County s amendments through April 8, 2008. Additional local amendments are included, a majority of which are intended to make the ordinance consistent with previous amendments adopted by the Village. j. Execution of Corporate Authorization Resolutions and related bank documents to update Village management employees who are authorized to initiate financial Page 5
transactions with the Village s accounts at MB Financial Bank, the Illinois Funds, and the Illinois Metropolitan Investment Fund (IMET). This action authorizes the addition of Village Manager Steve Jones as an officer authorized to effectuate financial transactions with the Village s financial institutions. k. Waive Section 8-1-11 (street obstructions), Section 4-5-7(G) (portable signs in the public right-of-way) of the Village Code, Section 10-4-17.2(B)25 (promotional events) of the Zoning Code, and Section 3-19-11(B) (outdoor consumption) of the Liquor Control Code for the Downtown Glen Ellyn Alliance s Art on Main event to be held in the Central Business District on Main Street between Duane Street and Hillside Avenue from August 22, 2008 through August 24, 2008. The Art on Main event would be held in conjunction with the annual Glen Ellyn Lions Club s Festival of the Arts event. This first-time event would include a free artwork demonstration of 3D artwork creations by a professional artist and an artist meet-and-greet block party on Saturday afternoon, and families could try their hand at Italian street painting. l. Change order in the amount of $3,886 for the purchase of Civic Center chairs from KI of Green Bay, Wisconsin resulting in a revised price of $35,116, to be expensed to the FY 08-09 Facilities Maintenance Reserve Fund. This action reflects a revised purchase price following adjustments to secure suitable fabric and chair fasteners. Upon roll call on the Consent Agenda, Trustees Armstrong, Ladesic, Chapman, Comerford, Norton and Thorsell voted Aye. Motion carried. Downtown Glen Ellyn s Alliance Art on Main Event Alliance Vice-President Tracey Kreiling thanked the Village Board and staff for their assistance in making this event possible. Ms. Kreiling said a free trolley would be available to transport art lovers between the Lions event at Lake Ellyn and the Art on Main event. The restaurants on Main Street between Hillside Avenue and Duane Street are scheduled to provide food and beverage to be enjoyed on the promenade created by the artwork and the closure of Main Street. Recreation Commission Appointment Trustee Norton moved and Trustee Armstrong seconded the motion to approve the recommendation of Village President Hase that Robert B. Chapman be appointed to the Recreation Commission for a term ending December 31, 2008. Page 6
Upon roll call, Trustees Norton, Armstrong, Comerford, Ladesic and Thorsell voted Aye. Trustee Chapman recused herself. Motion carried. Ordinance No. 5690 Glen Ellyn Park District Indoor Sports Complex at Ackerman Park Approval of Special Use Permit, Zoning and Sign Variations and Exterior Appearance Village Planner Michele Stegall presented information regarding a special use permit, zoning variations, sign variations and the exterior appearance of an 88,845-square foot indoor sports complex at the Park District Ackerman Park property. The property is a 64- acre park and is zoned CR Conservation Recreation district. The Sports Complex would be located north of the intersection of Riford Road and St. Charles Road at the northern terminus of Ackerman Park Drive. Funding for the project comes from a public referendum approved in 2006. The Plan Commission reviewed the requested special use permit and zoning variations at a public hearing on June 26, 2008. By a vote of 7-2, the Plan Commission recommended approval of the requested special use permit and zoning variations with conditions. The Architectural Review Commission reviewed the proposed exterior appearance and requested sign variations at a public hearing and meeting on June 25, 2008. By a vote of 4-3, the Architectural Review Commission recommended approval of the requested sign variations; and by a separate vote of 4-3, the ARC recommended approval of the proposed exterior appearance with conditions. Trustee Comerford moved and Trustee Chapman seconded the motion that Ordinance No. 5690 be passed, an Ordinance Granting Approval of a Special Use Permit, Zoning Variations, Sign Variations and the Exterior Appearance of an Indoor Sports Complex to be Located at Ackerman Park. Upon roll call, Trustees Comerford, Chapman, Armstrong, Ladesic, Norton and Thorsell voted "Aye." Motion carried. Ordinance No. 5691 261 S. Kenilworth Avenue Second Driveway Approach Variation Village Planner Michele Stegall presented information regarding a variation from the Glen Ellyn Zoning Code that allows a second driveway approach on a property that has a lot width of 112 feet in lieu of the minimum lot width of 132 feet required for two driveway approaches for the property at 261 S. Kenilworth Avenue. The property is located on the southeast corner of Kenilworth Avenue and McCreey Avenue in the R2 Residential District. The Zoning Board of Appeals considered the request at a public hearing on June 24, 2008, voting unanimously 4-0 to recommend Village Board approval of the variation. Trustee Chapman moved and Trustee Thorsell seconded the motion that Ordinance No. 5691 be passed, an Ordinance Approving a Variation to Allow a Second Driveway Approach to a Single Zoning Lot with a Width Less than 132 Feet for Property at 261 S. Kenilworth Avenue. Trustee Armstrong stated he would be voting against the project because he felt the project did not demonstrate unique circumstances or hardship. Page 7
Trustee Chapman mentioned that the Village Board addresses variation requests on a case by case basis and that she felt the property lot involved in this project warranted the variance. Upon roll call, Trustees Chapman, Thorsell, Comerford, Ladesic and Norton voted "Aye." Trustee Armstrong voted Nay. Motion carried. Resolution No. 08-11 Expend Motor Fuel Tax Funds to Maintain Streets and Highways Public Works Director Joe Caracci presented information on the Motor Fuel Tax (MFT), which is a tax imposed on the privilege of operating motor vehicles upon the public highways and recreation-type watercraft upon the waters of the State. Each year the Village of Glen Ellyn receives a share of the allotment from the State of Illinois based on our population. Use of the MFT money is restricted to specific road-related construction and maintenance activities as defined and administered by the Illinois Department of Transportation (IDOT). Certain recordkeeping requirements are necessary to justify to the State auditors that the money is spent accordingly. The Illinois Highway Code requires that the Village approve, by resolution, the expenditure of these funds according to Illinois Department of Transportation guidelines on the appropriate IDOT form on a calendar year basis. Trustee Ladesic moved and Trustee Norton seconded the motion that Resolution No. 08-11 be passed, a resolution approving the expenditure of MFT funds for the purpose of maintaining streets and highways under the applicable provisions of the Illinois Highway Code in the amount of $665,000 for the time period between January 1, 2008 to December 31, 2008. Upon roll call, Trustees Ladesic, Norton, Armstrong, Chapman, Comerford and Thorsell voted "Aye." Motion carried. Kenilworth Basin Improvements Project Public Works Director Joe Caracci presented information on the Kenilworth Basin Improvements Project, the fourth project for the 2008 construction season. Kenilworth Basin is also the final storm sewer improvement project approved by the residents in the November 2000 general election. The work includes the upgrading of storm sewers along Kenilworth between Linden and Oak by pipe bursting, directional drilling and traditional open-cut. Construction is scheduled to begin August 2008 and is scheduled for completion in November 2008. Glenbrook Excavating of Wauconda, Illinois submitted the lowest of six bids received at the July 22, 2008 bid opening. The bid of $679,500 is one-percent over the engineer s maximum estimate of $672,000. Page 8
Due to the nature of this project, which includes specialized, non-standard methods of construction, the design engineers for the project, RJN Group of Wheaton, would be retained to provide the needed construction phase engineering services in the not-to-exceed amount of $45,857. RJN has also performed necessary additional design services in the amount of $8,340. Including previously approved preliminary and design services of $43,416, the total RJN contract amount would be $97,613. In addition to providing the required services including day-to-day construction oversight, office support, and material testing, the firm would provide an experienced and highly capable engineer. Trustee Thorsell moved and Trustee Armstrong seconded the motion that the following actions be approved: a. Award of a contract to Glenbrook Excavating & Concrete for underground improvements associated with the Kenilworth Basin Improvements Project in the amount of $720,000 (including a 6-percent contingency), to be expensed to the FY 08-09 Capital Fund. b. Increase the appropriation for design engineering and construction services associated with the Kenilworth Basin Improvements Project provided by the RJN Group by $55,000 for a revised total appropriation of $105,000 (including an 8- percent contingency), to be expensed to the FY 08-09 Capital Projects Fund. c. Amendment No. 2 to the existing engineering services agreement with RJN Group for additional engineering services for the Kenilworth Basin Improvements Project in the amount of $54,197 resulting in a total not-to-exceed fee of $97,613 for the work. Upon roll call, Trustees Thorsell, Armstrong, Chapman, Comerford, Ladesic and Norton voted "Aye." Motion carried. Reno Public Works Service Center Rehabilitations Public Works Director Joe Caracci presented information on concrete repair work required at the Reno Public Works Service Center rear parking lot, near the spoiled dirt container bins. The pavement adjacent to the bins has deteriorated and recently caused damage to Village vehicles. Staff has identified a repair consisting of removal and replacement of a 20 x 80 section of pavement. Proposals were requested from three local vendors who have successfully performed concrete work for the Village in the past. Staff recommends Professional Paving and Concrete Company, Inc., of Glen Ellyn. Professional Paving and Concrete Company, Inc. submitted the lowest of the three proposals in the amount of $14,480. Trustee Norton moved and Trustee Comerford seconded the motion to waive competitive bidding and approve award of a construction contract to Professional Paving and Concrete Company, Inc., of Glen Ellyn, Illinois for the Reno Public Works Center rehabilitations in Page 9
Reminders the amount of $15,500 (including a 7-percent contingency), to be expensed to the FY 08-09 Facilities Maintenance Reserve Fund. Trustee Armstrong stated he would be recusing himself on this project due to an existing professional business relationship with Professional Paving and Concrete Company, Inc. Trustee Chapman made clear that although the Village Board was waiving competitive bidding, which the Village Board takes very seriously, three competitive proposals were obtained by Public Works regarding this project and the contract was being awarded to the lowest bidder of the three received proposals. Upon roll call, Trustees Norton, Comerford, Chapman, Ladesic and Thorsell voted "Aye." Trustee Armstrong recused himself. Motion carried. Adjournment The next Pre-Board meeting of the Glen Ellyn Village Board is scheduled for Monday, August 11, beginning at 7:00 p.m. in Room 301 of the Glen Ellyn Civic Center. The next Regular Village Board Meeting is scheduled for Monday, August 11, beginning at 8:00 p.m. in the Galligan Board Room of the Glen Ellyn Civic Center. At 9:01 p.m., Trustee Comerford moved and Trustee Chapman seconded the motion that the Regular Meeting of the Village Board of Trustees be adjourned. All Trustees present voted "Aye." Motion carried. Respectfully Submitted, Andrea Draths Village Clerk Page 10