Village of Vernon Hills President and Board of Trustees met October 3.
Here is the minutes provided by the Board:
I. President Byrne called the meeting to order at 7:01 p.m.
II. Roll call indicated the following Board Members present: President Byrne and Trustees Koch, Marquardt, Schultz, and Takaoka. Trustees Hebda and Oppenheim were absent. A quorum was established.
Also present were: Village Manager Kalmar, Assistant Village Manager Carey, Building Commissioner Atkinson, Chief Kreis, Public Works Director Brown, Finance Director Larson, Assistant to the Finance Director Bourdeau, Village Attorney Brankin and Recording Secretary DeAnda
III. The Pledge of Allegiance was given.
IV. Citizens Wishing to Address the Board.
V. Officials Reports
A. Village President
B. Village Manager
C. Assistant Village Manager
1. Oktoberfest and Hurricane Relief-Thank you
Assistant Village Manager Carey thanked the Park District, Public Works and Police Departments and Village staff, with a special thanks to Monica Lundeen, for another successful community event. He also thanked the Village Board for its support. He stated the Village was still accepting donations to the Red Cross for hurricane relief and will provide a match up to $5,000.
Trustee Oppenheim arrived at 7:03 p.m.
2. 2017 Lake County All Natural Hazards Mitigation Plan
Assistant Village Manager Carey stated Resolution 2017-066 adopts the 2017 Lake County All Natural Hazards Mitigation Plan (ANHMP). First approved in 2006, the amended Lake County All Natural Hazards Mitigation Plan (ANHMP) has been approved by the Illinois Emergency Management Agency (IEMA) and the Federal Emergency Management Agency (FEMA), and it must now be adopted by the County and each municipality before November 14, 2017 in order to be eligible for hazard mitigation grant funds.
The Lake County All Natural Hazards Mitigation Plan (ANHMP) is a plan that addresses natural hazards that may impact Lake County and identifies activities that can be undertaken by both the public and the private sectors to reduce safety hazards, health hazards, and property damage caused by natural hazards.
Having an adopted mitigation plan allows Lake County municipalities to be eligible for mitigation grant funds from the Federal Emergency Management Agency (FEMA). Grants can be for planning or projects including evaluation of critical facilities to determine if they are disaster resistant, floodplain property acquisitions, or construction of a tornado shelter at a senior care facility. All plans and projects are funded 75% by FEMA and 25% by the community or agency.
This ANHMP is required to be updated and re-adopted every five years to maintain grant eligibility.
D. Finance Director/Treasurer
1. Ordinance 2017-109 and Resolution 2017-067 - Amending the Code of Ordinances related to Purchasing Limits
Finance Director Larson stated on August 25, 2017 the Governor signed Public Act 100-0338 into law, which increases the base amount from $20,000 to $25,000 for public improvement or maintenance of public property at which a municipality must enter into a contract by public bid or four-fifths Board approval. If the contract is approved but not bid, the law increases the base amount of expenses that must be taken by public bid from $20,000 to $25,000. Included on the omnibus agenda are Ordinance 2017-109 and Resolution 2017-067, which update the existing Village code and purchasing procedures to ensure that they are consistent with compiled Statutes.
There are two sections of the Village code that are affected by this change; both sections are included in Article I of Chapter 2, which governs the general administration of the Village. Section 2-2 sets bidding requirements for any general expenses that would not otherwise be covered by a special assessment or specific-purpose taxation. Since the Village does not currently have a Special Service Area or special taxation, this would apply to all expenses. This change raises the bidding limit to $25,000 in accordance with Compiled Statutes. Section 2-165 sets the duties and responsibilities of the Village Manager, which includes the Supervision of the purchase of all materials supplies and equipment included in the budget. This section is also proposed for amendment to reflect the $25,000 threshold,
Resolution 2017-067 amends the existing administrative procedures to allow for the administrative invoice approval threshold to be raised to $25,000 from $20,000. She stated, as the Board may recall, a formal procedure was previously approved by Resolution 2016-114 to allow for the Manager to release payments for Village bills up to $20,000 to ensure that operations could continue during a period in which a gap of 3 or more weeks existed between Board meetings. These expenditures are then presented to the Board for ratification at the next available meeting,
If Ordinance 2017-109 and Resolution 2017-067 are approved, the Finance Department anticipates that a new purchasing policy reflecting these changes will be presented as part of the 2018-19 budget process.
E. Chief of Police
1. National Coffee with a Cop Day on October 4 from 8-10AM at McDonald's, 700 N. Milwaukee Avenue
Police Chief Kreis invited everyone to National Coffee with a Cop Day on October 4 from 8-10am at McDonald’s, 700 N. Milwaukee.
F. Public Works Director Willage Engineer
1. Snow Removal Services Contract
Public Works Director Brown stated the Village utilizes outside contractual services to remove snow from 108 culde-sacs and the Metra Station parking lot. The Village's previous multi-year contract with James Martin and Associates for the services terminated at the end of the 2016-17 winter season, James Martin and Associates has provided these services for the Village since 2005 and has familiarized themselves very well to the scope of work and has adapted to both the Village's and resident's expectations with minimal resident complaints. Staff agrees that James Martin and Associates is the most beneficial source to the Village to continue performing contractual snow removal services of 108 cul-de-sacs and the Metra Station.
He stated the new contract will provide the Village with 11 vehicles on the street per snow event versus the previous 8, and will also include a seasonal snow relocation fee pertaining to the Metra parking lot when the pushed snow begins encroaching into commuter parking spaces. With this additional service, the Village will have the contractor relocate the snow from one area of the parking lot to another closer to US Rte 45 and by doing so will minimize the loss of parking spaces available for commuters to park.
The FY2018-2019 and FY2019-2020 contracts will be presented to the Village Board in ordinance form for each of these years.
Staff recommends waiving the competitive bidding process for contractual snow removal services of 108 cul-desacs and the Metra Station and executing a multi-year contract with James Martin and Associates for an amount not to exceed $110,500 within the 2017-18 Fiscal Budget Year.
G. Building Commissioner
VI. Omnibus Vote Agenda President Byrne called for a motion to approve the Omnibus Vote Agenda Items A-N. Motion by Trustee Schultz, second by Trustee Marquardt, granting approval of the Omnibus Vote Agenda Items A-N. Roll call vote:
Ayes: 5-Koch, Marquardt, Oppenheim, Takaoka, Schultz
Nays: 0 - None
Absent And Not Voting: 1 - Hebda
Motion carried.
A. Department Reports:
1. Finance & Treasurers Report-May 2017(Detail At End Of Packet)
2. Vernon Hills Golf Course Report. May 2017 (Detail At End Of Packet)
3. Police Monthly Report - August 2017 (Detail At End Of Packet)
B. Approval Of Voucher List Of Bills Datedoctober3, 2017. In The Amount Of $410,081.18 (Detail At End Of Packet)
C. Approval Of voucher List Of Bills For The Vernon Hills Golf Course Datedoctober3, 2017. In The Amount Of $10,038.06 (Detail At End Of Packet)
D. Approval Of Request From Vernon Hills Lions Club To Host Its Annual Candy Day Campaign On October 13 And 14, 2017 On Village Streets
E. Approval And Passage Of Ordnance No. 2017-106 - An Ordinance Granting Approval Of A Special, Use Permit To Allow A Children's Recreational Facility At 122 Hawthorn Center In The Village Of Vernon Hills, Lake County
F. Approval And Passage Of Ordinance No. 2017-107 - An Ordnance Granting Approval Of Facade Renovation For Whirlyball, 285 New Century Street, Village Of Vernon Hells, Lake County
G. Approval And Passage Of Ordinance No. 2017-108 - An Ordnance Granting Approval Of Facade Renovations For Wendys, 210 East Townline Road, Village Of Vernon Hills, Lake County
H. Approval And Passage Of Resolution 2017.066 - Adoption Of The 207 Lake County All Natural, Hazards Mitigation Plan (AVM Carey)
I. Approval And Passage Of Ordinance No. 207-109. An Ordinance Amending Chapter 2, Article I, Section 2 Of The Code Of Ordinances For The Village Of Vernon Hills, Illinois (FD Larson)
J. Approval And Passage Of Resolution 2017-067 - A Resolution Amending Resolutions 2016-114 And 2007-82 Authorizing The Disbursement Of Certain Payments Without Prior Board Approval (FD Larson)
K. Approval And Passage Of Ordinance No. 2017-110 - An Ordinance Waving The Competitive Bed Process For The Greggs Parkway And Huntington Drive Median improvements And Awarding The Contract For irrigation Improvements To American National Sprinkler Of Mundelein, Illinois In An Amount Not To Exceed $5,265
L. Approval And Passage Of Ordinance No. 2017-111 - An Ordnance Waving The Competitive Bid Process For The Greggs Parkway And Huntington Drive Median improvements And Awarding The Contract For Utility Boring And Roadway Lighting Improvements To Utility Dynamics Corporation Of Oswego, Illinois For In An Amount Of $7,175
M. Approval And Passage Of Ordnance No. 2017-112. An Ordinance Authorizing Approval To Wave The Competitive Bidding Process For Contractual Snow Removal Services Of 08 Cu-De-Sacs And The Metra Station And Authorizing The Execution Of A multi-Year Contract From Winter 2017-18 Through Winter 2019.20 Between The Village Of Vernon Hills And James Martin And Associates For Sad Services And For An Amount Not To Exceed $110,500 With In The 2017-18 Fiscal Year (PWD Brown)
N. Approval And Passage Of Ordinance 2017.113 - An Ordinance Amending Ordinance 2017-032 To Adjust The Current Senior Staff Salaries In The Village Of Vernon Hells Pay Plan
VII. Unfinished/Additional Business
A.Approval Of Village Board Meeting Minutes Of September 19, 2017
Motion by Trustee Koch, second by Trustee Marquardt, to approve the Village Board meeting minutes of September 19, 2017.
Roll call vote:
Ayes: 5-Koch, Marquardt, Oppenheim, Takaoka, Schultz
Nays: 0 – None
Absent And Not Voting: 1 - Hebda Motion carried.
VIII. New Business/Communications
A. Other Items
IX. Recess/Adjournment Motion by Trustee Schultz, second by Trustee Koch, to adjourn the Board Meeting.
Roll call vote:
Ayes: 5-Koch, Marquardt, Oppenheim, Takaoka, Schultz
Nays: 0– None
Absent And Not Voting: 1 - Hebda
Motion carried.
http://www.vernonhills.org/AgendaCenter/ViewFile/Minutes/_10032017-432
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