Village of Libertyville Board of Trustees met March 27.
Here is the minutes provided by the Board:
President Weppler called to order a meeting of the Board of Trustees at 8:02 p.m. in the Village Hall, 118 West Cook Avenue, Libertyville, IL. Those present were: President Terry Weppler, Trustees Donna Johnson, Richard Moras, Jay Justice, Scott Adams, Peter Garrity, and Patrick Carey.
Items Not On The Agenda:
President Weppler asked if anyone had an item to bring before the Village Board that was not already listed on the Omnibus Vote Agenda. No items were brought forth.
Omnibus Vote Agenda:
President Wepper introduced the Omnibus Vote Agenda and asked if there were any items to be removed for separate discussion. There were none.
Omnibus Vote Agenda:
A.Minutes of the March 13, 2018 Village Board Meeting
B.Bills for Approval
C.Resolution No. 18-R-48: A Resolution to Award a Contract for the WWTP Communication Improvements Project
D.Resolution No. 18-R-49: A Resolution to Approve the Purchase of Audio Visual Equipment
E.Resolution No. 18-R-50: A Resolution to Award a Contract for the Schertz Municipal Building Carpet Replacement Project
F.Resolution No. 18-R-51: A Resolution to Approve a Professional Services Agreement for Material Services for the 2018 Pavement Rehabilitation Program
G.Resolution No. 18-R-52: A Resolution to Accept a Reimbursable Grant for Police Computer Equipment
H.Resolution No. 18-R-53: A Resolution to Adopt a Qualifications Based Selection (QBX) Procedure for Engineering Consultants
I.Resolution No. 18-R-54: A Resolution to Approve an Amendment to the Professional Services Agreement for the Hockey Rink Relocation Construction Project
J.Resolution No. 18-R-55: A Resolution to Approve Change Order No. 1 for the Hockey Rink Relocation Construction Project
K.Resolution No. 18-R-56: A Resolution Authorizing the Execution of the Contract and By-Laws with the Municipal, County and State Members of the Lake County Major Crime Task Force
L.ARC Report
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 the motion. President Weppler asked for further Board or public comment and there were none. The motion carried on roll call vote as follows:
Ayes: Trustees Johnson, Moras, Justice, Adams, Garrity, and Carey
Nays: None
Public Hearing – 2018/2019 Village Budget: A notice for this public hearing on the proposed 2018-2019 Village Budget was published in the March 13, 2018 edition of the Daily Herald. A copy of the revised budget which incorporated all of the changes discussed with the Village Board at the budget workshops held on February 24, 2018 and March 6, 2018 has been available for public inspection at the Village Hall and available on the website since March 9, 2018. A revised summary and the edits were detailed by line. The proposed 2018-19 Budget includes revenues of $55,789,939 and expenditures of $64,564,828. Some funds have expenditures exceeding current year revenue which will be funded with fund balances accumulated over prior years.
President Weppler opened the public hearing and no comments were received. He then closed the public hearing.
Ordinance No. 18-0-09: Consideration of an Ordinance to Extend the Places for Eating Tax through April 30, 2021: In August 2016, the Village Board approved an ordinance establishing a Places for Eating Tax that went into effect October 1, 2016. The 1% tax on food and beverages for immediate consumption is an important revenue source that is estimated to generate $825,000 in the proposed Fiscal Year 2018-19 budget.
When the Places for Eating Tax was established, the Village Board agreed to reevaluate the tax after a full fiscal year to see if it could be reduced or eliminated. Due to this sunset clause, the current ordinance expires on April 30, 2018.
The proposed Fiscal Year 2018-19 General Fund budget is balanced including this revenue stream. While no expenses are specifically offset with this revenue stream, critical governmental operations or transfers to other capital funds would need to be reduced or cut. The multi-year plan the Village Board reviewed during the tax levy process included this revenue stream for the next three years. Therefore, Staff's recommendation is to maintain this tax at its existing level and to extend the sunset clause for a period of three years, to April 30, 2021. President Weppler asked for questions and comments from the Board and the public and there were none.
Trustee Johnson moved to approve the Ordinance to extend the places for through April 30, 2021. Trustee Adams seconded the motion. President Weppler asked for further Board or public comments and there was none. The motion carried on a roll call vote as follows:
Ayes: Johnson, Moras, Justice, Adams, Garrity, Carey
Nayes: None
Ordinance No. 18-0-10: An Ordinance Amending the Simplified Telecommunications Tax through April 30, 2019. In September 2009, the Village Board approved an ordinance increasing the Simplified Telecommunications Tax from 3.5% to 6% in an effort to replace the reduction in sales tax and other revenues during the economic downturn. When these ordinances were approved, the Village Board included a sunset clause in order to have a periodic review to determine annually, based on current conditions, if these taxes could be reduced or eliminated. Due to this sunset clause, the ordinances will expire on June 30, 2018.
The proposed Fiscal Year 2018-19 Village Budget was balanced assuming this revenue stream would remain at 6% due to State uncertainty and lack of growth in other revenue streams. Staff's recommendation is to maintain the telecommunications tax at the current level and to extend the sunset to June 30, 2019. This revenue has been declining over the last several years as communication methods and technology have changed but a total of $1,018,000 is proposed in the FY2018-2019 budget, ($858,000 is budgeted in the General Fund and $160,000 is budgeted in the Project Fund).
While the Village Board has supported reducing utility taxes when possible, uncertainty in other revenue streams supports maintaining the Telecommunications tax at its current level.
The ordinance extends the sunset clause for the Simplified Telecommunications Tax for one year. President Weppler asked for questions and comments from the Board and the public and there were none.
Trustee Moras moved to approve the Ordinance to amend the Simplified Telecommunications Tax through April 30, 2019. Trustee Carey seconded the motion. President Weppler asked for further Board or public comments and there was none. The motion carried on a roll call vote as follows:
Ayes: Johnson, Moras, Justice, Adams, Garrity, Carey
Nayes: None
Ordinance No. 18-0-11: An Ordinance to Extend the Electric Utility Tax through April 30, 2019. In September 2009, the Village Board approved an ordinance establishing an Electric Utility Tax because of a reduction in sales tax and other revenues due to the economic recession. When this ordinance was approved, the Village Board included a sunset clause to require an annual review to determine if these taxes could be reduced or eliminated. Due to this sunset clause, the current ordinance expires on April 30, 2018.
The electric utility tax was reduced from 5% to 4% for Fiscal Year 2014-15 and has been maintained at that level since May 1, 2014.
The Village's General Fund Reserve resulting from the Proposed Fiscal Year 2018-19 budget is projected to be in compliance with the Fund Balance Policy, estimated at 34.9% as of April 30, 2019. While the Village Board has supported reducing the utility tax when possible, there remains uncertainty with potential State of Illinois legislative action regarding a potential property tax freeze and a possible reduction in the Local Government Distributive Fund (LGDF) income tax funds that are shared with municipalities. Other revenue major revenue streams, such as sales tax and charges for service, remain flat. The Village Board held two meetings on February 24, 2018 and March 6, 2018, to discuss the proposed FY2018-2019 budget and the estimated $1,175,000 that is currently budgeted in the General Fund for this particular revenue stream.
Due to continued State uncertainty and current and future General Fund needs, it was recommended to maintain this tax at its existing level and to extend the sunset clause. The Village Board will continue to review the tax annually to determine if the tax is able to be reduced. President Weppler asked for questions and comments from the Board and the public and there were none.
Trustee Moras moved to approve the ordinance to extend the electric utility tax through April 30, 2019. Trustee Johnson seconded the motion. President Weppler asked for further Board or public comments and there was none. The motion carried on a roll call vote as follows:
Ayes: Johnson, Moras, Justice, Adams, Garrity, Carey
Nayes: None
Resolution No. 18-R-57: A Resolution to Waive Competitive Bidding Award a Contract for the Removal and Replacement of the Sand Filter Media Material at the Wastewater Treatment Plant. The filter media in the gravity sand filters at the wastewater treatment plant (WWTP) was last replaced ten years ago. Over the course of time, scouring action has caused the course aggregate in the media to get rounded, thereby increasing time for the effluent to drain through the filter. In addition, small paper debris such as Band-Aid strips, fruit labels and cigarette cellophane wrappers that make it through the screen & grit and settling processes build-up over time in the media material and cause problems by blocking openings in the media. Drawdown times have increased through the media, which result in more frequent filter backwashes and additional costs in operations.
WWTP recommends replacement of the sand filter media material. The most costeffective means of replacing the sand filter media material is to purchase the media material from a separate vendor and then contract with another vendor to remove/install the media material. A Purchase Order was processed in the amount of $10,920 for the filter media material. Three area filter media installers were contacted for Proposals:
Firm Name; Cost:
All American Water Solutions, LLC; $23,900
All Service Contracting; $51,686*
Siemens Water Solutions; Retracted Proposal due to Prevailing Wage Rates
* = Also includes furnishing the filer media material.
$29,080 was available in the Fiscal Year 2017/18 Annual Budget in the Water & Sewer Capital Improvement Fund (Account# 20-2024-6-750) for the proposed work to remove the existing filter media material and install the new material.
Staff recommended approval of the Resolution to waive the competitive bidding process, award the contract for the removal and replacement of the filter media material to All American Water Solutions, LLC and authorized execution by the Interim Village Administrator. President Weppler asked for questions and comments from the Board and the public and there were none.
Trustee Johnson moved to approve the resolution to waive competitive bidding and award a contract for the removal and replacement of the sand filter media material at the WWTP. Trustee Carey seconded the motion. President Weppler asked for further Board or public comments and there was none. The motion carried on a roll call vote as follows:
Ayes: Johnson, Moras, Justice, Adams, Garrity, Carey
Nayes: None
Petitions And Communications:
President Weppler thanked the Public Works Director and staff for their diligence on the Rockland Road Bridge opening. President Weppler noted that the bridge could not be opened to bike or pedestrian traffic because the current barriers do not meet the height standards. The Village will fabricate a metal barrier which will be installed on the south side of the bridge.
Public Works Director Kendzior proposed other ways to provide barriers to allow bike and pedestrian traffic. He recommended plastic barriers which hold water or sand and can be used for other events. They are estimated to take 6 to 8 weeks to order.
Trustee Garrity asked for clarification on the bridge being closed to pedestrians and cyclists. Director Kendzior explained that the current barrier is 30 to 36 inches in height and it needs to be 42 inches in height to meet code. Concrete barriers would cost $95,000.00 to rent and $104,000.00 to buy. The plastic barriers are more cost effective and can be purchased for about $17,000.00. This cost would be shared with the Township.
Trustee Johnson asked if we would test the barriers out before we install them. Director Kendzior noted that if we follow our standard detail, they are already crash tested. If we have to modify the barriers they will need to be tested for safety.
President Weppler asked if we needed IDOT to approve anything and Director Kendzior noted that we did not as it is a local road.
Trustee Garrity asked if the plastic barriers would be a permanent solution and Director Kendzior said they would. Trustee Carey asked how the plastic barriers hold up in the winter. Director Kendzior stated they will be filled with water and antifreeze to prevent the water from freezing.
President Weppler stated that he wanted to discuss the barriers at the next Board meeting for approval.
• The Parks and Recreation Committee Commission will meet at 6:00 p.m. on Tuesday, April 3, 2018.
• The Plan Commission/Zoning Board of Appeals will meet at 7:00 p.m. on Monday, April 9, 2018.
•The Water and Sewer Committee will meet at 7:00 p.m. on Tuesday, April 10, 2018.
• The Village Board will meet at 8:00 p.m. on Tuesday, April 10, 2018.
Executive Session:
President Weppler noted the need to meet in Executive Session for discussion of the following:
A. Closed Meeting Minutes: Review [5 ILCS 120/2(c)(21)]
B. Personnel: Appointment, employment, compensation, discipline, performance or dismissal of specific employees [5 ILCS 120/2(c)(1)]
Trustee Johnson moved to go into Executive Session at 8:32 p.m., and Trustee Moras seconded the motion. The motion carried on a unanimous voice vote.
Adjournment:
With no further business to come before Village Board, Trustee Johnson moved to adjourn at 9:01 p.m., and Trustee Carey seconded the motion. The motion carried on a unanimous voice vote.
http://www.libertyville.com/AgendaCenter/ViewFile/Minutes/_03272018-995
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