Village of Libertyville Board of Trustees met February 13.
Here is the minutes provided by the Board:
President Weppler called to order a meeting of the Board of Trustees at 8:00 p.m. in the Village Hall, 118 West Cook. Those present were: President Terry Weppler, Trustees Donna Johnson, Richard Moras, Jay Justice, Scott Adams, Peter Garrity, and Patrick Carey.
Proclamation: Libertyville Postmaster Retirement
President Weppler read a proclamation honoring retiring United States Libertyville Postmaster Jerry Hoglund. He expressed gratitude on behalf of the Village of Libertyville to Hoglund for his 35 years of service operating the Libertyville Post Office.
Proclamation: Fine Arts Month
President Weppler proclaimed March 2018 as Youth/Fine Arts Month in the Village of Libertyville. Representing the David Adler Music and Arts Center, Executive Director Amy Williams and Program Director Heather Williamson accepted the proclamation.
Items Not On The Agenda:
President Weppler asked if anyone had anything to bring before the Village Board that was not already listed on the agenda. There were no items.
Omnibus Vote Agenda:
The Mayor introduced the Omnibus Vote Agenda and asked if there were any items to be removed for separate discussion. Omnibus Vote Agenda
A.Minutes of the January 23, 2018 Village Board Meeting
B.Bills for Approval
C.Ordinance No. 18-0-05: An Ordinance to Declare Surplus Property
D.Resolution No. 18-R-17: A Resolution to Approve a Change Order to the Annual Streetlight Maintenance Contract
E.Resolution No. 18-R-18: A Resolution to Approve a Raffle License for the Lake County Haven
F.Resolution No. 18-R-19: A Resolution to Approve a Request for a Banner in Cook Park - Fine Arts Month 2018
G.Resolution No. 18-R-20: A Resolution to Approve a Request for a Special Event — Green Living Fair H.
H.Resolution No. 18-R-21: A Resolution for a Fee Waiver for Libertyville Township
I.Ordinance No. 18-0-06: An Ordinance to Amend the Annual Fee Ordinance of the Libertyville Municipal Code
Trustee Johnson moved to adopt the items listed on the Omnibus Vote Agenda in a single group pursuant to the omnibus vote procedures of the Libertyville Municipal Code. Trustee Moras seconded. President Weppler asked for further Board or public comment and there was none. The motion carried on roll call vote as follows:
Ayes: Trustees Johnson, Moras, Justice, Adams, Garrity, And Carey
Nays: None
Report Of The Plan Commission (PC 17-19) Amendment to the Planned Development Final Plan - 1298 S. Milwaukee Avenue
President Weppler explained that at the January 22, 2018 meeting, the Plan Commission heard a request from Lake County Dental for an amendment to the Planned Development in order to construct a dental office in the Red Top Shopping Center. The petitioner is proposing to renovate the former Patti Cake Child Care Center into a dental office. An amendment to the Planned Development is necessary due to the proposed site plan change.
Members of the Commission reviewed the proposal and agreed with the staff recommendation to landbank two (2) parking spaces, retain an 18-inch Honey Locust tree at the northwest portion of the site, and relocate the sprinkler connection to the southwest side of the structure.
The Commission voted unanimously to recommend Village Board of Trustees approval subject to the development conditions listed in the Report of the Plan Commission. President Weppler then asked for questions and comments.
Scott Hezner of the Hezner Group was available to answer any questions. President Weppler asked if the petitioners agreed to the development conditions, and Mr. Hezner stated that the conditions were acceptable.
Trustee Carey moved to approve the amendment to the Planned Development Final Plan, and Trustee Adams seconded. President Weppler asked for further Board or public comment and there was none. The motion carried on roll call vote as follows:
Ayes: Trustees Johnson, Moras, Justice, Adams, Garrity, And Carey
Nays: None
Ordinance No. 18-0-07: An Ordinance Approving an Amendment to the Planned Development Final Plan (PC 17-19) – 1298 S. Milwaukee Avenue
President Weppler presented the ordinance to approve an Amendment to the Planned Development Final Plan at 1298 S. Milwaukee Avenue. In order to expedite the review process, it was requested that with approval of this request, the ordinance would be adopted at the February 13, 2018 meeting. Staff recommended approval of the ordinance. President Weppler asked for questions and comments.
Trustee Carey stated he was glad to see the building being used. Trustee Justice stated that he appreciated the long time business in Libertyville.
Trustee Moras moved to approve the ordinance and Trustee Justice seconded. President Weppler asked for further Board or public comment and there was none. The motion carried on roll call vote as follows:
Ayes: Trustees Johnson, Moras, Justice, Adams, Garrity, And Carey
Nays: None
Ordinance No. 18-0-08: An Ordinance Granting a Variation for a Fence (ZBA 17-19) – 213 Walnut Street
President Weppler introduced the ordinance that would grant a variation for the permitted length of a fence within the front yard at 213 Walnut Street. The Village Board approved this request at the January 23, 2018 meeting with the understanding that an ordinance would be drafted for the Village Board to consider for approval at the February 13, 2018 meeting. Staff recommended the Village Board approve the ordinance. President Wepper then asked for further questions or comments and there was none.
Trustee Johnson moved to approve the ordinance and Trustee Adams seconded. With no further discussion, the motion carried on roll call vote as follows:
Ayes: Trustees Johnson, Moras, Justice, Adams, And Garrity
Nays: Trustee Carey
Resolution No. 18-R-22: A Resolution to Approve the Main Street Libertyville 2018 Special Events
President Weppler introduced a letter from Main Street Libertyville Inc. (MSL) requesting Village Board approval for their Calendar Year 2018 annual events. The list of events are:
•Car Fun on 21
•Historic Home Tour
•Farmer's Market
•Lunch in the Park
•Dickens of a Holiday
•First Fridays on Main Street
•Wine About Winter (previously approved)
•Sidewalk Sales
•Twilight Shuffle 5K Run
•Small Business Saturday
•Red Hat Day
• Trick or Treat on Main Street
The MSL Libertyville events are well attended and bring residents and visitors to our downtown to shop, dine and stay, consistent with the goal to promote Libertyville. Approval of the events by the Village Board are subject to the following conditions:
• MSL will complete the special event application for each event which will include the specified requirements
Staff recommended approval of the resolution approving the Main Street Libertyville 2018 Special Events. President Weppler stated he appreciated Main Street and all of the volunteers who provide such wonderful events. Trustee Johnson concurred, noting the many benefits MainStreet provides for Libertyville.
Trustee Garrity moved to approve the resolution approving Main Street's Special Events, and Trustee Adams seconded. President Weppler asked for further Board or public comment.
Ana Draa, 1020 Ashley Lane, requested that the Main Street events should allow residents to have first chances to obtain tickets to events such as Wine About Winter.
The motion carried on roll call vote as follows:
Ayes: Trustees Johnson, Moras, Justice, Adams, Garrity, And Carey
Nays: None
Resolution No. 18-R-23: A Resolution to Approve a Professional Services Agreement with Lakota Group for Comprehensive Planning Services
President Weppler explained the Village of Libertyville Comprehensive Plan was last updated in 2005. In October 2017, the Village issued a Request for Prop planning consultants for the Comprehensive Plan. Four (4) qualified firms responded to the RFP, and in early January, an interview team of the Mayor, Trustee Adams, former Zoning Board of Appeals Chair William Cotey, and staff interviewed all four companies. The interview team recommended the Village Board authorize the Village Administrator to enter into a contract with The Lakota Group for comprehensive planning services.
The Scope of Services for the plan includes meetings with the Comprehensive Plan Review Committee, creation of a project website and branding, technical working sessions, stakeholder interviews, ad focus group sessions, community open houses, and activation of a Field Office. Analysis will include land use, demographics, market analysis, and housing, commercial, and industrial assessments. It is anticipated that the plan will take more than one (1) year to create. The resolution presented would approve the agreement between the Village of Libertyville and The Lakota Group for comprehensive planning services in the amount of $149,924.00. President Weppler asked for questions and comments.
Trustee Johnson asked what was outstanding about the Lakota Group. Trustee Adams noted the knowledge that this group has about Libertyville. President Weppler noted the many ideas they presented. Although all were qualified, he stated this was the best fit for the Village.
Trustee Johnson moved to approve the resolution approving an agreement with The Lakota Group for Professional Comprehensive Planning Services. Trustee Adams seconded. President Wepper asked for further Board or public comment and there was none. The motion carried on roll call vote as follows:
Ayes: Trustees Johnson, Moras, Justice, Adams, Garrity, And Carey
Nays: None
Resolution No. 18-R-24: A Resolution to Approve a Contract Extension with Buhrman Design Group Inc. for the Annual Landscape & Mowing Program
President Weppler explained the Village awarded a contract to Buhrman Design Group Inc. for landscaping and mowing services of Village owned properties on March 14, 2017. The contract contained a renewal clause for up to two additional years. Public Works staff recommends renewing the contract for the first of two possible additional years with Buhrman Design Group Inc. based upon their responsiveness and successful work completed to date.
The list of the areas and associated costs was presented. The current year service level also includes additional work in the amount of $14,979 requested by the Village, for maintenance of streetscape improvements on Peterson Road, landscaping improvements at Manchester Square and additional alley-pedestrian way maintenance in the downtown. The total recommended contract renewal amount is $357,093. This work will occur in the 2018/19 Fiscal Year, and sufficient funds are proposed in the Annual Budget for the expenditures.
Staff recommended approval of the resolution to approve the contract renewal with Buhrman Design Group Inc. for the annual Landscape & Mowing Program in the amount of $357,093, and authorize execution of the contract extension by the Village Administrator. President Weppler then asked for questions and comments.
Trustee Johnson asked if there had been positive reviews of the contractor. Trustee Justice asked if the group provided 100 percent of the work, or if the Public Works Department also provided service. Public Works Director Paul Kendzior said that the reviews have been good, and Village staff cuts grass areas at wells and water towers.
Trustee Johnson moved to approve the resolution to approve the contract renewal with Buhrman Design Group Inc., and Trustee Carey seconded. President Weppler asked for further Board or public comment and there was none. The motion carried on roll call vote as follows:
Ayes: Trustees Johnson, Moras, Justice, Adams, Garrity, And Carey
Nays: None
Resolution No. 18-R-25: A Resolution to Award a Contract for 2018 Road Rehabilitation Program
President Weppler explained the Village is in the sixth and final year of a $20 million Bond program approved in March of 2012 to accelerate the rehabilitation schedu roadways within the Village. Public Works staff has once again coordinated with Christopher B. Burke Engineering, Ltd. (CBBEL), to prepare plans and specifications and solicit competitive contractor bids for this year's program. This year's Road Rehabilitation Program will rehabilitate approximately 4.5 miles of roadways.
Competitive contractor bids were opened on January 26, 2018. Five bids were received for the project with the following results:
Peter Baker & Son Co. $2,594,000.00
Johnson Paving$2,903,063.85
Builders Paving LLC$2,930,374.10
A-Lamp Concrete $3,068,967.30
Lorig Construction $3,252,405.95
The Engineer's Estimate was $3,156,162.25. The qualified low bid contractor is Peter Baker & Son Co., in the amount of $2,594,000. Peter Baker & Son is a large and experienced local roadway contractor and has previously successfully completed pavement rehabilitation projects for the Village. Village staff and CBBEL recommend award of the contract to Peter Baker & Son Co.
The proposed work is anticipated to begin as soon as favorable weather conditions occur and will be completed by September 30, 2018, which will span two Fiscal Year (FY) Budgets. There are sufficient funds available to pay for the proposed work. The remaining amount of the work to be completed after May 1, 2018 will total $2,094,000.
Staff recommended approval of the Resolution to award the contract to the firm of Peter Baker & Son Co. for the 2018 Road Rehabilitation Program in the amount of $2,594,000 and authorize execution of the contract by the Village Administrator. President Weppler then asked for questions and comments.
Trustee Johnson stated the Streets Committee has been impressed with Peter Baker & Son. She noted they have provided excellent work, have been responsive, and have lived up to expectations. Trustee Moras noted the importance of keeping up with capital projects and was impressed with how far the funding has gone on the road program.
Trustee Johnson moved to approve the resolution to award a contract for 2018 Road Rehabilitation Program. Trustee Carey seconded. President Weppler asked for further Board or public comment and there was none. The motion carried on roll call vote as follows:
Ayes: Trustees Johnson, Moras, Justice, Adams, Garrity, And Carey
Nays: None
Resolution 18-R-26: A Resolution Declaring a Surplus of Tax Increment Financing (TIF) Funds
President Weppler recused himself from discussion since he owns property in the TIF District. He appointed Trustee Johnson as President Pro Tem for the item.
President Pro Tem Johnson explained that in 2009, the Village entered into Intergovernmental Agreements with the taxing bodies included in the Tax Increment Financing (TIF) area to allow the Village to extend the expiration of the TIF from 2010 to 2021. This extension allowed the Village to complete additional parking improvements and construct additional parking areas.
During negotiations of the intergovernmental agreements, the Village agreed to rebate 70% of all property tax increments to the taxing bodies on an annual basis. In order to provide the rebate, the Village declares these funds surplus and forwards the surplus funds to the County Treasurers Office. This allows the Treasurer to reallocate funds to the affected taxing bodies. For the 2016 tax year, collected during 2017, the Village received $3,786,396.35 in property taxes for the TIF area. The rebate proposed is $2,650,477 (70% of the total). The estimated distribution of the surplus to the TIF taxing bodies was available. The funds that are not declared surplus are used to pay the financing costs of the new parking garage.
Staff recommended approval of the resolution. President Pro Tem Johnson asked for public questions and comments as well as Village Board comments and there was none.
Trustee Moras moved to approve the resolution declaring a surplus of tax increment financing funds. Trustee Garrity seconded. President Weppler asked for further Board or public comment and there was none. The motion carried on roll call vote as follows:
Ayes: Trustees Johnson, Moras, Justice, Adams, Garrity, And Carey
Nays: None
Resolution No. 18-R-27: A Resolution to Waive Competitive Bidding for an Emergency Repair on the Rockland Road Bridge
President Weppler reported that as a result of the annual scheduled inspection of the Rockland Road bridge held on January 31, 2018, it was determined the existing decorative overhead steel truss had deteriorated significantly since the prior inspection. The truss had deteriorated enough that it was determined to be unstable. An emergency bridge closure to vehicular and pedestrian traffic was completed as soon as possible on February 1, 2018.
The Rockland Road bridge is owned and maintained by both the Village and the Libertyville Township Road District (Road District). Following the bridge closure, Village and Road District staff immediately began seeking proposals from local demolition contractors to safely remove the truss in order to re-open the bridge in a timely manner. Contractors were requested to remove, dispose of the truss and to remove and store the truss for possible re-use when the bridge is replaced in either 2021 or 2022. Most contractors would not provide a price for the latter option due to concerns that the truss could not be safely salvaged.
Village and Road District staff recommended that National Wrecking Co. be selected for the proposed demolition work based upon their Proposal being the most responsive and cost advantageous. The cost for this work will be charged to the Bridge Repair and Replacement Account# 40-0000-0-782, in which surplus funding is available. In addition, 50% of the cost ($26,900) will be reimbursed by the Road District. An inspection consultant will be utilized to oversee the removal project. A portion of the truss will be preserved for the Historical Society.
Staff recommended approval of the Resolution to waive the competitive bidding process for an emergency repair, accept the proposal from National Wrecking Co. and authorize execution by the Village Administrator for the removal of the Rockland Road Bridge decorative overhead steel truss. President Weppler asked for questions and comments.
The Mayor thanked Libertyville Township Highway Commissioner Marty Neal, and thanked Representative Schneider and Senators McConchie and Sauer for assistance.
Trustee Moras noted he appreciated attempt to salvage a Village icon. Trustee Carey congratulated Public Works Director Kendzior for the positive bids. Trustee Garrity asked that the pedestrian access needs to be addressed, and President Weppler stated it would be addressed. He also thanked the representatives and senators for assistance in expediting the matter.
Commissioner Neal stated that Director Kendzior and Village Staff have worked smoothly with Lake County IDOT. He noted good communication between the township and the Village.
Gary Franzen, 1820 Torrey Parkway, stated the communication was appreciated and it answered a lot of questions.
Trustee Johnson moved to approve the resolution to waive competitive bidding and accept the proposal to remove the Rockland Road Bridge decorative overhead steel truss from National Wrecking Co. Trustee Adams seconded. President Weppler asked for further Board or public comment and there was none. The motion carried on roll call vote as follows:
Ayes: Trustees Johnson, Moras, Justice, Adams, Garrity, And Carey
Nays: None
Resolution No. 18-R-28: A Resolution to Approve an Intergovernmental Agreement with the Village of Green Oaks for Shared Adjudication Service
President Weppler stated the Village provides a monthly adjudication hearing to handle certain non-traffic violations, and code enforcement items outlined in the Municipal Code. The adjudication hearings are presided over by an Administrative Hearing Officer and have been effective in handling local code violations. It provides the opportunity for a local hearing. Village staff assists with the administration of the adjudication process and hearings.
In 2013, the Village of Grayslake approached the Village to share adjudication services. This shared service model has worked well, shares the costs, and is governed by an Intergovernmental Agreement. Recently, the Village of Green Oaks requested assistance with their code enforcement through the use of the Village's adjudication hearings. Green Oaks anticipated approximately five to six ordinance violations/cases per year. There is capacity for the addition of Green Oaks at this time, and the Green Oaks Village Board has approved the agreement.
Staff recommended approval of the resolution to approve the Intergovernmental Agreement with Green Oaks for Shared Adjudication Services, and authorize execution of the contract extension by the Village Administrator. President Weppler asked for questions and comments and there was none.
Trustee Justice moved to approve the intergovernmental agreement with the Village of Green Oaks for shared adjudication services. Trustee Carey seconded. President Weppler asked for further Board or public comment and there was none. The motion carried on roll call vote as follows:
Ayes: Trustees Johnson, Moras, Justice, Adams, Garrity, And Carey
Nays: None
Petitions And Communications:
President Weppler announced the following:
• The Firefighter Pension Board will meet at 8:30 a.m. on Monday, February 19, 2018 at the North Fire Station
• The Historic Preservation Commission will meet at 5:00 p.m. on Monday, February 19, 2018
•The Appearance Review Commission will meet at 7:00p.m. on Monday, February 19, 2018
•The Parking Commission will meet at 10:00 a.m. on Tuesday, February 20, 2018
•The Economic Development Commission will meet at 7:30 a.m. on Wednesday, February 21, 2018 at Indian Motorcycle, 416 N. Milwaukee Avenue
•The Sustain Libertyville Commission will meet at 4:00 p.m. on Wednesday, February 21, 2018
•The Budget Workshop will be held at 8:00 a.m. on Saturday, February 24, 2018
•The Libertyville Arts Commission will meet at 2:00p.m. on Monday, February 26, 2018
•The Streets Committee will meet at 7:00 p.m. on Tuesday, February 27, 2018
• The Village Board will meet at 8:00 p.m. on Tuesday, February 27, 2018
Executive Session:
President Weppler requested Executive Session for discussion of the following:
A. Closed Meeting Minutes: Review [5 ILCS 120/2(c)(21)]
B. Real Estate: Setting Price for Sale or Lease [5 ILCS 120/2(c)(6)]
C. Litigation: Pending or Imminent [5 ILCS 120/2(c)(11)]
D. Collective Bargaining: [5 ILCS 120/2(c)(2)]
Trustee Johnson moved to adjourn into Executive Session at 8:45 p.m. Trustee Garrity seconded and the motion carried on a unanimous voice vote.
Adjournment:
The Village Board returned to the regular meeting, and with no further business to come before Village Board, Trustee Moras moved to adjourn at 9:10 p.m. and Trustee Adams seconded. The motion carried on a unanimous voice vote.
http://www.libertyville.com/AgendaCenter/ViewFile/Minutes/_02272018-975
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