VILLAGE OF MANHATTAN REGULAR MEETING OF THE BOARD OF TRUSTEES DECEMBER 20, 2011 A Regular Meeting of the Village of Manhattan President and Board of Trustees was held on Tuesday December 20, 2011. President Borgo called the meeting to order at 6:30 P.M. Roll call: Beemsterboer aye, Tyk aye, Doyle aye, Lucas aye, Naughton aye. Trustee Adkins is absent. Also present are Becker, Calombaris, Fitzgerald, Gibson, Pahnke, and Spesia. The Mayor and Board of Trustees Present a Certificate of Recognition to The Manhattan 4-H Club for their Exemplary Volunteer Services and Ongoing Commitment to our Community. A young representative from the 4-H Club gave a brief history on the organization and the meaning of the 4-H Club. The Mayor and Board of Trustees Present a Certificate of Recognition to The Manhattan Township Historical Society for their Exemplary Volunteer Services and Ongoing Commitment to our Community. A representative of the Historical Society gives a brief history on the organization. Mayor Borgo informs everyone that 2011 is the 125 th Anniversary of the Incorporation of the Village of Manhattan. Throughout the year the Village Board and he have honored the local heroes. These heroes are the volunteer organizations that are the backbone of any municipality. The volunteers give their time and labor and expect little in return. The Village has been proud to recognize the following organizations over the last year. The Manhattan Chamber of Commerce, American Legion Post #935, Manhattan Women s Club, Manhattan Lions Club, Manhattan Boy Scouts and Girl Scouts, Manhattan Patriots, Manhattan EMA, Operation Care Package, Manhattan Youth Athletic Association, Manhattan 4-H Club and the Manhattan Township Historical Society. Volunteering not only works for those receiving help, but also those who do different kinds of volunteering acts. Please take time to Thank the members of these organizations as you encounter them in the community. Mayor Borg recommends the Appointment of Harold O. Martin III as Chief of Police for the Village of Manhattan. Naughton motion to Approve The Appointment Of Harold O. Martin III As Police Chief For The Village Of Manhattan Effective December 27, 2011. Beemsterboer second. Roll call: Beemsterboer aye, Tyk aye, Doyle aye, Lucas aye, Naughton aye. Village Clerk Becker Swears in the newly Appointed Chief of Police Harold O. Martin, III. The Mayor and Board of Trustees, along with Village Clerk Becker, present Retiring Chief Fitzgerald with a Gold Retirement Badge. Chief Fitzgerald Thanks everyone for their support over the last 3 years. Doyle motion to Approve The Consent Agenda As Follows: Minutes December 1, 2011 And Bills List For December 20, 2011, Draw Down Of Letters Of Credit For Tramore Subdivision In The Amount Of $165,517.70 And Stonegate Subdivision In The Amount $788,564.70. Naughton second. Trustee Lucas would like a correction made on Paragraph 3 of the Minutes That She Was Part Of The Selection
Committee, She Did Not Meet With The Banks. Roll call: Tyk aye, Doyle aye, Lucas aye, Naughton aye, Beemsterboer aye. The Mayor and Board of Trustees Review the Monthly Building Safety Department Report and at this time have no questions. Building Commissioner Pahnke informs the Mayor and Board of Trustees that they will be making the Village more transparent in the next couple of days, as part of the Citizens Information Page they will be adding a section for the Freedom of Information Forms, along with this they will be publishing all Freedom of Information Request on the site. Building Commissioner Pahnke informs everyone on the new program from the Governor s Office called Welcome Home Hero. This program is to promote homeownership for Illinois Veterans, active military personnel, reservists and Illinois National Guard members. The Financing package is available statewide, and provides a forgivable grant up to $10,000 toward the purchase of a new home, as well as an additional mortgage tax credit up to $20,000 over the life of the loan. The Mayor and Board of Trustees Review the Monthly Safety Department Report and at this time have no questions. Chief Fitzgerald informs the Mayor and Board of Trustees that according to the Chicago Fire Department Procurement the life expectancy of the AED units that we have is only 7 years. We have 3 units that are past the life expectancy and cannot be serviced. We also need to obtain a unit for the Public Works Department. In collaboration with the Manhattan Fire Department we were able to negotiate with Phillips a price of $5,096. Originally the memo said that the units would be paid for out of the Asset Seizure Fund, but this is incorrect and the funding will most likely come from a Contingency Fund. Trustee Naughton would like to know if other bids were looked at and if this is State Bid. Chief informs him that they did look at other bids, but this was the State Bid. Trustee Naughton would like to know if the AED Units have a warranty. Chief informs him that it is 60 days. Doyle motion to Approve The Purchase Of 4 AED Units In The Amount Of $5,096.00 From Phillips. Lucas second. Roll call: Doyle aye, Lucas aye, Naughton aye, Beemsterboer aye Tyk aye. (5 ayes, 0 nays, 1 absent). Motion Carried. Chief Fitzgerald informs the Mayor and Board of Trustees that they have before them a request to purchase a DATA 911 in car laptop computer. The department needs to replace a broken and out of date computer. The cost of the laptop with the mounting system form HUB-DATA 911 is $5,069.50, installation will be free. The cost of the state bid Toughbook is $5,287.00 with docking station. With the discount pricing the DATA 911 Laptop is quite a bit less expensive than the Panasonic Toughbook computer. As the Board may remember we purchased a 911 computer 2 years ago and we have not required any service calls. The Toughbook computers over the years have required numerous service calls. The purchase of the new in car laptop computer would come from the Seizure and Forfeit Account. Trustee Beemsterboer would like to know which vehicle this computer will be placed in. Chief informs him that it will be the new squad.
Beemsterboer motion to Approve The Purchase Of A DATA 911 In Car Laptop Computer In The Amount Of $5,069.50. Doyle second. Roll call: Lucas aye, Naughton aye, Beemsterboer aye, Tyk aye, Doyle aye. The Mayor and Board of Trustees Review the Monthly Public Works Department and at this time have no questions. Village Administrator Gibson informs the Mayor and Board of Trustees that they have before them a recommendation to hire a Public Works Laborer which will be discussed in Executive Session. Village Engineer Calombaris informs the Mayor and Board of Trustees that TJ Cachey Builders, II Inc. has requested that the Letter of Credit for Steps 0-4 of the West Phase of Unit Two (2) Benck s Farm be reviewed for possible reductions or release. The Village Engineering Staff has reviewed the work and finds that, in our best judgment, the work associated with this request is in substantial compliance with approved development plans. As per what the Board of Trustees has done with other similar requests over the past Two (2) years or so, we are recommending that the Subdivision Ordinance Requirements in relation to completion and maintenance guarantees be waived due to the length of time the majority of the infrastructure improvement in question have been completed. Lucas motion to Reduce The Letter Of Credit For Benck s Farm Unit 2, West Phase, Step 0 From Existing Letter Of Credit Amount Of $232,005.36 To $40,942. Tyk second. Roll call: Naughton aye Beemsterboer aye, Tyk aye, Doyle aye, Lucas aye. Tyk motion to Approve The Reduction Of The Letter Of Credit For Benck s Farm Unit 2, West Phase, Step 1 From Existing Letter Of Credit Amount Of $353,361.49 To $62,358. Trustee Beemsterboer would like to know if the generator will have to be tested every so often. Village Engineer Calombaris explains that the Public Works Department has set up schedule for this. Naughton second. Roll call: Beemsterboer aye, Tyk aye, Doyle aye, Lucas aye, Naughton aye. Naughton motion to Approve The Reduction Of The Letter Of Credit For Benck s Farm Unit 2, West Phase Step 3 From Original Letter Of Credit Amount Of $154,578.55 To $27,279 (15% Maintenance Guarantee). Doyle second. Roll call: Tyk aye, Doyle aye, Lucas aye, Naughton aye, Beemsterboer aye. Doyle motion To Agree That The Developer Will Only Be Responsible For The Trees Around The Lift Station Until 12/1/13. Tyk second. Roll call: Doyle aye, Lucas aye, Naughton aye, Beemsterboer aye, Tyk aye. Village Engineer Calombaris informs the Mayor and Board of Trustees that the Letters of Credit for Steps 1-4 of the South Phase of Butternut Ridge be reviewed for possible reductions or release. Village Engineering Staff has reviewed the work and finds that, in our best judgment, the work associated with this request is in substantial compliance with the approved development plans. As per what the Board of Trustees has done with other similar requests over the past Two (2) years or so, we are recommending that the Subdivision Ordinance Requirements in relation to completion and maintenance guarantees be waived due to the length of time the majority of the infrastructure improvement in question have been completed.
Lucas motion to Approve Releasing The Letter Of Credit For Butternut Ridge, South Phase, Ste 1 (Existing Amount $260,245.75). Naughton second. Roll call: Lucas aye, Naughton aye, Beemsterboer aye, Tyk aye, Doyle aye. Lucas motion to Approve Releasing The Letter Of Credit For Butternut Ridge, South Phase, Step 2 (Existing Amount $62,098.22). Naughton second. Roll Call: Naughton aye, Beemsterboer aye, Tyk aye, Doyle aye, Lucas aye, Naughton aye. Doyle motion to Approve Releasing The Letter Of Credit For Butternut Ridge, South Phase, Step 3 (Existing Amount $167,270.89) Upon Establishment Of A 15% Maintenance Guarantee In The Amount Of $25,090.63. Beemsterboer second. Roll call: Beemsterboer aye, Tyk aye, Doyle aye, Lucas aye, Naughton aye. Doyle motion to Approve Releasing The Letter of Credit For Butternut Ridge, South Phase, Step 4 (Existing Amount $230,250.70) Upon Establishment Of A 15% Maintenance Guarantee In The Amount Of $34,537.61. Lucas second. Roll Call: Tyk aye, Doyle aye, Lucas aye, Naughton aye, Beemsterboer aye. An Ordinance Authorizing The Execution Of A Development Agreement Between The Village Of Manhattan And Standard Bank And Trust, As Trustee Under Trust 16771, And Blizzard Blue Properties LLC (Lexington. Pending Residential District, R5 Multiple Family Residence District, C1 Local Shopping District And C2 Community Shopping District To BP Business Park District (POD A-1), Pending Residential District To BP Business Park District (POD A-2). Pending Residential District, CR Conservation/Recreation District, C1 Local Shopping District And C2 Community Shopping District To BP Business Park District (POD B-1). Pending Residential District, CR Conservation/Recreation District, To BP Business Park District (POD B-2. Pending Residential District, R5 Multiple Family Residence District And Cr Conservation/Recreation District To R5 Multiple Family Residence District (POD C). Pending
Residential District, R5 Multiple Family Residence District And Cr Conservation/Recreation District To R5 Multiple Family Residence District (POD D). Pending Residential District, R5 Multiple Family Residence District And Cr Conservation/Recreation District To R5 Multiple Family Residence District (POD E). ). Pending Residential District, R5 Multiple Family Residence District And C1 Local Shopping District To C3 General Business District (POD F). Pending Residential District, And Cr Conservation/Recreation District To R5 Multiple Family Residence District (POD H). Pending Residential District To R5 Multiple Family Residence District (POD I). Pending Residential District, And C1 Local Shopping District To C3 General Business District (POD J). Pending An Ordinance Repealing And Terminating Lexington Roadway Improvement Recapture Agreement- Eastern Avenue (R97-074601). Pending An Ordinance Repealing And Terminating Lexington Roadway Improvement Recapture Agreement-Smith Road (R97-074602). Pending An Ordinance Repealing And Terminating Lexington Roadway Improvement Recapture Agreement-Baker Road (R97-074603). Pending An Ordinance Repealing And Terminating Lexington Water Main Recapture Agreement (R97-074604). Pending An Ordinance Repealing And Terminating Lexington Sanitary Sewer Main Recapture Agreement (R97-074605). Pending Trustee Beemsterboer points out that the cross walk stripes have not been replaced on Donegal. Staff will call and have this done. The Mayor and Board of Trustees Review the Monthly EMA Department Report and have no questions.
Village Administrator Gibson informs the Mayor and Board of Trustees that the Village of Manhattan was notified on December 13, 2011 that the Will County Governmental League Transportation Committee would be receiving an increased allocation in surface transportation program STP Funding based on the County s growth. As a result of the $3.2 million dollars that is now available, the committee is issuing a call for projects to utilize those new funds. Also several large communities are prohibited from applying for these funds thus reducing competition for the funds. Staff would like to apply for funding to construct a rural cross-section two-lane road between Smith Road and Baker Road. The estimated cost for this mile long two-lane improvement is $1.5 million. The STP program requires the Village to complete the design engineering at its own cost. After the design engineering is complete, the project is split 80% STP Funds, 20% Village Funds. Staff request Board Approval to have Robinson Engineering prepare the Grant application for these funds, at a cost not to exceed $2,000.00. Trustee Naughton would like to know how this section of road qualifies. Village Administrator Gibson explains that Eastern Avenue North of North Street is a FAU Route. Discussion is held on recapture from developers. Village Administrator Gibson informs the Mayor and Board of Trustees that they will be talking with the other taxing bodies about sharing the 20 percent cost. Naughton motion to Approve Robinson Engineering Preparing An Application For STP Funding For Eastern Avenue Construction From Baker To Smith At A Cost Not To Exceed $2,000.00. Lucas second. Roll call: Doyle aye, Lucas aye, Naughton aye, Beemsterboer aye, Tyk aye. Motion Carried. Village Administrator Gibson would like to Wish everyone a Merry Christmas. Mayor Borgo would like to Recognize Three (3) Employees for their Years Of Service, Dan Chellios for 30 years, Gene Pahnke for 10 years, and Tina Jasudowicz for 10 years. The Mayor and Board of Trustees would like to Wish the Retiring Chief Fitzgerald the best in his retirement and to say it was a pleasure having him as the Village of Manhattan Chief. The Mayor and Board of Trustees would also like to Wish Everyone a Merry Christmas and Happy New Year. Lucas motion to Enter Into Executive Session To Consider The Appointment, Employment, Compensation, Discipline, Performance Or Dismissal Of An Employee. Naughton second. Roll call: Lucas aye, Naughton aye, Beemsterboer aye, Tyk aye, Doyle aye. Doyle motion to Re-Open The Regular Meeting. Lucas second. Roll call: Beemsterboer aye, Tyk aye, Doyle aye, Lucas aye, Naughton aye. Lucas motion to Approve Hiring Kevin Kukowski As The Public Works Labor At A Rate Of $18.72. Second. Roll call: Doyle aye, Lucas aye, Naughton aye, Beemsterboer aye, Tyk aye. Doyle motion to Adjourn The Regular Meeting At 7:47 P.M. Lucas second. All Members Are In Favor. Mattie Becker, Village Clerk