HomeMy WebLinkAbout2016-02-22 AgendaVillage of &Lorton ove
VILLAGE BOARD OF TRUSTEES
REGULAR MEETING NOTICE/AGENDA
TO BE HELD AT THE RICHARD T. FLICKINGER MUNICIPAL CENTER
SCANLON CONFERENCE ROOM
FEBRUARY 22, 2016
6:00 pm
(The hour between 6:00 and 7:00 pm is set aside for Executive Session
per 1-5-7A of the Village of Morton Grove Municipal Code.
If the Agenda does not include an Executive Session, the meeting will begin at 7:00 pm)
1. Call to Order
2. Pledge of Allegiance
3. Executive Session
THE BALANCE OF THE MEETING SHALL COMMENCE AT 7:00 PM
IN THE COUNCIL CHAMBERS
OF THE RICHARD T. FLICKINGER MUNICIPAL CENTER
4. Reconvene Meeting
5. Pledge of Allegiance
6. Roll Call
7. Approval of Minutes — Budget Workshop — October 29, 2015
Budget Workshop — November 05, 2015
Budget Workshop — November 18, 2015
Regular Meeting — February 08, 2016
8. Special Reports
a. Presentation of Plan Commission Case PC15-09 which requests a mixed use planned unit
development at the property commonly known as 8700 Waukegan Road in accordance with
Section 12-06 of the Village's Unified Development Code by Community and Economic
Development Director Nancy Radzevich
Richard T. Flickinger Municipal Center
6101 Capulina Avenue ^ Morton Grove, Illinois 60053-2985
Tel: (847) 965-4100 Fax: (847) 965-4162
Recycled Paper
b. Presentation of Plan Commission Case PC 16-01 which requests a Text Amendment to
Chapter 17 of Title 12 of the Village's Unified Development Code to modify the definitions for
Restaurant uses by Community and Economic Development Director Nancy Radzevich
c. Mather LifeWays: 2015 Life Quality Survey Results to be presented by Mr. Ovie Salgado
9. Public Hearings
10. Residents' Comments (agenda items only)
11. President's Report —Administration, Northwest Municipal Conference, Council of Mayors, Strategic
Plan, Comprehensive Plan
a. Proclamation — Lights Out America — Earth Hour
12. Clerk's Report — Community Relations Commission
13. Staff Reports
a. Village Administrator
1) Miscellaneous Reports and Updates
b. Corporation Counsel
14. Reports by Trustees
a. Trustee Grear — Police Department, Community and Economic Development Department, Fire
and Police Commission, Police Facility Committee, NIPSTA, Lehigh/Ferris TIF, Prairie View
TIF (Trustee Witko)
b. Trustee Minx — Natural Resource Commission, Plan Commission/Zoning Board of Appeals,
Building Department (Trustee Pietron)
c. Trustee Pietron — Public Works Department, Condominium Association, Economic
Development Commission, Dempster Street Corridor Plan (Trustee Minx)
1) Resolution 16-14 (Introduced February 22, 2016)
Authorizing the Execution of a Contract with Patriot Pavement Maintenance, Inc. for the
2016 Crack Sealing Program
2) Resolution 16-15 (Introduced February 22, 2016)
Authorizing the Purchase of One 4x4 2016 Ford F-350 XL through the Suburban
Purchasing Cooperative Procurement Program
d. Trustee Ramos — Legal, Finance Department, Finance Advisory Commission, Traffic Safety
Commission, Waukegan Road TIF, Capital Projects (Trustee Thill)
14. Reports by Trustees (continued)
e. Trustee Thill — Fire Department, Emergency Management Agency, RED Center, Environmental
Health, Solid Waste Agency of Northern Cook County, Appearance Commission (Trustee
Ramos)
£ Trustee Witko — IT Communications, Strategic Plan Committee, Family and Senior Services
Department, Chamber of Commerce, Advisory Commission on Aging (Trustee Grear)
15. Other Business
16. Presentation of Warrants - $1,002,062.79
17. Residents' Comments
18. Executive Session — Personnel Matters, Labor Negotiations, Pending Litigation, and Real Estate
19. Adjournment - 7'o ensure full accessibility and equal participation for all interested citizens, individuals with disabilities
who plan to attend and who require certain accommodations in order to observe and/or participate in this meeting, or who
have questions regarding the accessibility of these facilities, are requested to contact Susan or Marlene (847/470-5220)
promptly to allow the Village to make reasonable accommodations.
Village o orton rove
MINUTES OF THE OCTOBER 29, 2015 BUDGET WORKSHOP
OF THE BOARD OF TRUSTEES
RICHARD T. FLICKINGER CENTER
6101 CAPULINA
MORTON GROVE, ILLINOIS 60053
Pursuant to proper notice in accordance with the Open Meetings Act, the special meeting was called to
order at 6:00 p.m. by Mayor Daniel P. DiMaria who led the assemblage in the pledge of allegiance.
Corporation Counsel Terry Liston called the roll. In attendance were:
Elected Mayor Daniel P. DiMaria, Trustees Bill Grear, Rita Minx, John Pietron, Ed Ramos, John
Officials: Thill, and Janine Witko.
Absent: Clerk Connie Travis was absent with notice.
Village Village Administrator Ralph Czerwinski, Corporation Counsel Teresa Hoffman Liston,
Staff : Economic Development Director Nancy Radzevich, Public Works Director Andy DeMonte,
Boyle Wong from Information Systems, Fire Chief Tom Friel, and Police Chief Mike Simo
Guests:
Mayor DiMaria welcomed everyone to this "budget overview" workshop and turned the meeting over to
Village Administrator Czerwinski.
Mr. Czerwinski said the transmittal letter in the documents the Board received contained some generalities
about the budget. The 2016 Budget contemplates a maintenance budget. Morton Grove has a high level of
services with which residents are comfortable. Mr. Czerwinski said there are also "unknowns," especially
when it comes to the State of Illinois. There are impacts to municipalities stimulated by the fact that there
is no State budget yet. Morton Grove has funds being held by the State that have not yet been disbursed
to us because, with no budget, there is no mechanism to transfer the funds.
Mr. Czerwinski said the impact on Morton Grove isn't "tremendous" yet, but he was concerned about what
would happen to some of the Village's funding sources when the State finally does put together a budget.
He said that, in the Village's 2016 Budget, the Board will see some "progressive" things (i.e., some water
and sewer activities); some bond fund activities (because we can't let the infrastructure fall behind); and
some areas of capital improvement and operational capital improvements (i.e., vehicles). He cautioned
that some purchases may have to be put off until July of 2016.
Mr. Czerwinski said that tonight's workshop introduces the budget. In the future, he hoped to provide
the Board with a budget message that summarizes each department's personnel aspects, contractual
obligations, and commodities, which would be basically a summary with detail following. He hoped that,
in the future, the budget detail could be on a disk, rather than paper copies. It would be an effort to be
"greener?
Minutes of October 29, 2015 Budget Workshop
Mr. Czerwinski said that he is very desirous of the Board's feedback of the Budget, the layout of the
Budget, and this process. He pointed out that each department has provided supporting information,
highlighted key requests, and summarized their budget's modifications. This will be helpful to the Board
at the next Budget Workshop meeting, which will be a longer, more detailed meeting. At that workshop,
the General Fund and its components will be discussed. Department directors will go through everything.
Mr. Czerwinski wanted the Board to be comfortable asking him questions any time, noting that, if he didn't
know the answer, he'd get the answer from the appropriate department director. Then, on November 18,
the Board will look at the non -General Fund aspects of the Budget (Enterprise Funds, TIF Funds, etc.).
There will also be a discussion about personnel to talk about salary and compensation; the Board will go
into an Executive Session for that discussion. It will be summarized in a confidential memorandum to the
Board from the Village Administrator's Office.
Overview
Mr. Czerwinski said that the 2016 total proposed budget is less than last year's, although not by a lot.
The budget is flat. Some of the decreases are due to projects having been completed. Some things,
like Media Communication, have been restructured; more in-house staff will be utilized. With Family &
Senior Services, there was a shift in how the counseling services are handled. It's not a reduction; it's a
modification. The counseling position has moved into the police department's budget. Mr. Czerwinski
said that some monies from the General Fund were needed to pay for the 2015 bond payments. He said
staff also looked at the amount the Village has in its "Reserve for Emergencies" fund and made some
adjustments to ensure that sufficient funds are there in the event of any weather-related emergencies.
The funds will not be expended unless needed. Mr. Czerwinski said the Board would also see some funds
set aside for wage increases for non -contractual employees, adding that he's comfortable with that dollar
amount.
Mr. Czerwinski said that Police Personnel costs (the contractual amount via the collective bargaining
agreement) represent the cost of that increase. There are also a high number of entry-level employees
in the Police Department (nine new patrol officers at various levels), so step increases are also included.
And, on the other end, some police employees are senior enough to have longevity increases. The
dollar amount shown for Police Personnel costs covers all of this.
Regarding Central Dispatch for 9-1-1, Mr. Czerwinski said there is an increase in that service cost of
$85,050 for this year. The contract Morton Grove has with Glenview has an escalation charge in it. He said
that we can expect to see this type of increase (or more) annually for the life of the contract.
Mr. Czerwinski said both the Police Pension Fund and the Fire Pension Fund show an increase in
annualized contributions, based on actuarial studies.
Fire Personnel costs show a $125,000 increase due to collective bargaining increases and step raises
(though not to the same degree as the Police Department).
Mr. Czerwinski noted that Police, Fire, Administration, and Public Works all "tightened their belts" so
"Other Expenditures" in all those categories have dropped.
Regarding Revenues & Controls, Mr. Czerwinski said that there is no recommendation for a property tax
increase in this budget. The Village is taking a conservative approach on property tax increases, and this
budget is not supporting an increase at this time. Mr. Czerwinski said that Village staff is very dedicated;
the Board should be quite pleased. He said they do a great job of controlling costs. When the departments
first presented each of their draft budgets, there was a $1.7 million gap. Mr. Czerwinski said he had frank
conversations with the staff, and each budget was whittled down quite a bit. He said he's very proud of
them for that, adding that he will continue to look at what's appropriate regarding expenditures.
2
Minutes sof October 29, 2015 Budget Workshop
As far as the impact of lack of a State budget, Mr. Czerwinski said that concerns him the most and it's the
biggest unknown. He said he was quite concerned about the Local Government Distributive Fund (LGDF).
He said that, back in October, the legislature was threatening to keep 50% of these funds. The LGDF
monies represent 11c/o of the Village's revenue. Mr. Czerwinski said that staff is working on plans for going
forward if a 50% cut of that money happened. He said that he is confident the State will do "something,"
but he didn't really feel they would keep 50%. He said this will likely remain unknown until January or
February of 2016. Additionally, the State is still holding on to gaming revenues, motor fuel tax funds, use
fees, and 911 wireless fees, because without a budget, they have no mechanism with which to transfer
these funds to the municipalities. Mr. Czerwinski said we're starting to feel that impact, and without motor
fuel tax funds, the Village's spring construction season will be hit hard. He said this is quite an unfortunate
situation.
Mr. Czerwinski asked if the Board had any questions.
Trustee Thill noted that, back when Abt was in Morton Grove, the Village fathers didn't raise the property
taxes at all. When Rick Krier was elected in 2005, he had to raise property taxes 25%. It was politically
unpopular, but practically, it was the right thing to do. Trustee Thill felt that the Village Board should raise
property taxes 1% or 2% annually, to soften the blow, so that a few years up the road, there wouldn't need
to be a double-digit property tax increase, because that really hurts the residents.
Trustee Thill said he has previously suggested a tax on vaping, but was advised by Corporation Counsel
that the Village could not; now, he said, Mayor Emanuel is looking at. Trustee Thill said he has suggested
taxing bowling; Cook County Board President Preckwinkle is now looking at that. Governor Rauner is
talking about a property tax freeze. Trustee Thill said he is worried, if that happens, that Morton Grove will
lose its opportunity to raise property taxes. Trustee Thill encouraged his colleagues to look at that option,
noting "we're going downhill" as far as the State is concerned.
Mr. Czerwinski agreed that the legislature is talking about a property tax freeze, but it cannot impact public
safety. We have our public safety funds separate from our General Fund, so if there is a property tax
freeze, our ability to provide public safety will be okay.
Trustee Grear noted that Police Personnel Costs increased about 3%, or $225,000. He asked
Mr. Czerwinski if part of that $225,000 was the $42,000 budgeted for the part-time social worker,
since that line item is now in the police budget. Mr. Czerwinski said yes, that is part of the $225,000.
Trustee Witko noted that, as Mr. Czerwinski stated, the State is holding onto about $810,000 in funds that
technically belong to Morton Grove. She asked him if they could cut or withhold those funds, as well as the
LGDF. He said yes, the Village could end up receiving 75 -cents on the dollar. He said he really didn't
have any idea how the State will release those funds. Trustee Witko asked if the house bill concerning this
matter had been voted on. Mr. Czerwinski said it had gone to committee; it hasn't yet gone to the floor for
a vote. He said he will try to get more information for the Board. Trustee Grear said he was optimistic that
the Village would get all the funds ifs owed. Trustee Witko said she was much less optimistic. Trustee Thill
said he felt the State would take 25% of the funds.
Trustee Grear asked what percent of funding the Village is at with its police and fire pension obligations.
Mr. Czerwinski said he would have that information for the next meeting. Trustee Grear felt many people
would like to know what our funding percent is. Trustee Witko said she'd also like to know what percent
the actuaries were suggesting.
Mr. Czerwinski said the good news is that the Village gets reports from State and independent auditors,
and bases its pension contributions on a number that falls between the two actuary recommendations.
Mayor DiMaria said yes, the Village has done that for the last couple of years.
3
Minutes o
October 29, 2015 Budget Workshop
Trustee Grear asked, regarding gaming, how much revenue does the Village receive from that annually?
Mr. Czerwinski said it's about $14,000—$15,000 a month. Trustee Grear said that obviously, the Village
isn't getting "fat" on gaming revenue. Mayor DiMaria said the real pinch will be if the State cuts into the
LGDF monies. He felt the conflict in Springfield would go on until March.
Mr. Czerwinski wanted the Board to get an idea of how the next meeting will go. He asked the Board to
turn to page 23 so they could see the Police Department's brief sheet, which summarizes the department's
activities for 2015, shows actual 2014 figures, what was budgeted for 2015, what the projected 2015 year-
end will look like, and then the proposed 2016 Budget. There are columns showing the dollar amount
of changes and what those changes are. Noteworthy changes are highlighted. There's a section for
Objectives which can be enhanced in future budgets. All of this is followed by the detailed budget,
Trustee Witko noted that it was "almost a pleasure" to review this Budget. She said it's very easy to read.
Mr. Czerwinski said he hoped that next year, personnel could be included, so the Board would have a
clear idea about roles and responsibilities. He also wanted a section on "key accomplishments" in future
budgets. He said it would be more than just a budget, it would be a budget message. He then asked
Police Chief Michael Simo to go over and discuss the Police Department proposed 2016 budget.
Police Department (pg. 23)
Chief Simo noted that Personnel Costs listed are either contractual or are step increases for non -
represented personnel. They have a set schedule of step increases. He said that page 24, in the
"Increase/Decrease" column, the Board will see the $42,900 that was added for the part-time social
worker. Otherwise, personnel totals are pretty much as Village Administrator Czerwinski explained.
Chief Simo said that Dues & Subscriptions went up from $16,935 last year to $19,680 this year, an
increase of about $2,900. This line item covers certain obligations and yearly costs, for example, the
Village's fees for NIPSTA (police personnel training); dues for state and national organizations,
publications used by police personnel, and maintenance of the police department policy manual (over
700 pages long, and maintained by a software service).
Chief Simo said that Meetings & Conferences stayed the same year over year ($1,200). Training &
Instruction went up $1,200 because of tuition reimbursement, from $48425 last year to $49,625 this year.
Employee Relations, which includes annual physicals, testing for lead, hepatitis inoculations, and random
drug testing, went from $2,100 last year to $2,150 this year. Personnel Recruitment went up approximately
$7,000 because the Police Department needs to hold a sergeant test in 2016. Polygraph & Psychological
Testing also is going up, from $1,540 in 2015 to $2,030 in 2016.
Chief Simo said that Professional Services is a new account this year; some line items, such as biohazard
disposal, Fourth of July camera installation and removal, radio consultant, were moved into this account as
they were deemed a better fit. It comes in at $10,500, but none of that is due to "new" costs. Chief Simo
also noted that the $10,500 had inadvertently been put on the "Postage" line instead of the "Professional
Services" line.
Chief Simo continued the review, stating that Printing & Publishing stayed the same as last year ($5,200),
as did Abandoned Auto Removal ($250), and Vehicle Operating Costs ($110,150). He said that the 2015
year-end for Vehicle Operating Costs will most likely be less than $110,150 because gas prices have been
low. But because gas prices are so volatile, the same amount was budgeted for 2016. Chief Simo said that
Equipment Lease & Rental Payments decreased because the department got rid of the evidence trailers.
Maintenance of Equipment also decreased slightly, from $49,240 in 2015 to $47,065 in 2016. Community
Relations stayed the same (part of that is contractual, Chief Simo explained; the department annually
sends some officers to the Springfield Police Memorial). Mutual Aid also stayed the same.
4
Minutes of October 29, 2015 Budget Workshop
Trustee Ramos asked what "mutual aid" is. Chief Simo said that the Village belongs to several task forces
that allow it to provide service it wouldn't ordinarily be able to provide, for example, the NIFIS mobile field
force is a task force to provide crowd control and riot control. The NIFIS emergency services team is akin
to a SWAT team. Morton Grove PD is also part of a major crimes task force. So the dollar amount shown
in "Mutual Aid" reflects costs associated with being a part of these task forces.
As Mr. Czerwinski had pointed out, Central Dispatch costs went up. Chief Simo said that Morton Grove's
contract with Glenview was $550,200 in 2015 and in 2016, it's increased $85,050 to $635,250. Trustee
Thill asked if that had anything to do with the number of calls coming from Morton Grove. Chief Simo said,
no, it's contractual. Trustee Grear asked if the increase would be $85,000+ for 2017. Chief Simo said he
would find out. Trustee Grear said this is the third year of our contract with Glenview; he knew the Village
would see a large increase, but he was concerned that Morton Grove could see $85,000+ increases
annually for the life of the contract. Mr. Czerwinski said staff is already looking at that.
Chief Simo said that Special Investigations stayed the same at $7,000. These funds are used for
unforeseen expenses in investigations and for removal of bodies to the morgue.
Pension Contributions: There is a 13% increase there, Chief Simo said, and those are the numbers as
figured by the actuaries. Operational Supplies went up from $27,690 in 2015 to $30,430 in 2016 due to
an increase in evidence technician costs, evidence supply costs, and photo supply costs. $3,000 was
also moved into that account for Animal Control. Office Supplies stayed the same at $11,175. Uniform
Purchase & Replacement went up from $45,200 to $48,800. Chief Simo said this is a contractual matter,
tied to uniform allowance.
Guns & Ammunition stayed the same at $38,900. Chief Simo said the Police Department's original budget
had included a proposal to replace the Taser inventory. Trustee Grear asked what the average lifespan is
for Tasers. Chief Simo said between 4 and 6 years, depending on how often and how roughly they're
used.
Crime Prevention expenses stayed the same ($4,000), as did Machinery & Equipment ($72,880) and
Motor Vehicle Replacement ($112,000). Trustee Grear noted that the department had originally requested
$130,000 for the motor vehicle replacement and asked if one car had been removed. Chief Simo said yes,
one car had been removed, but the department will make this work this year. Trustee Pietron asked the
chief if he had the proper equipment and staffing to do the job the residents expect. He said yes.
Trustee Witko asked what happened to Animal Control. Chief Simo said that, in previous years, the animal
control budget was separated out to try to keep track of revenues and expenses, so the Village could see
how it was funded. But since the penalty/fine structure changed, it's not as big a concern. So now it's in-
cluded in Operational Supplies. Trustee Thill clarified that the Village does indeed have an animal control
officer and a vehicle. Chief Simo said yes.
Mr. Czerwinski praised Chief Simo for doing a great job on his presentation, and told the Board that this is
how we'll go through everything at the next workshop.
Trustee Pietron asked if it would be possible to have an estimated balance sheet and financial statement
summary based on the 2016 Budget so the Board would be able to compare it to the 2015 Budget.
Mr. Czerwinski said, lacking a finance director, we need to delay that. But he promised the Board they
would see that information once it's available and presentable.
Trustee Grear said he wasn't sure if this question would be covered in Mr. DeMonte's presentation; it had
to do with animal control. He said that Morton Grove, like many other communities, has issues with skunks
and raccoons. He felt that, in years past, these critters could be killed, but he didn't think we could any-
more. He wondered how we get rid of them? And how is road kill disposed of?
5
Minutes of October 29, 2015.. Budget Workshop
Mr. Czerwinski said that both Chief Simo and Mr. DeMonte have been tasked with solving this issue.
Mr. DeMonte said that, in the past, animal control would trap the skunks and then they could be killed.
What the Village does now is, when residents call, they provide the resident with a list of agencies that will
come out and try to fix the problem. Regarding the road kill, Public Works picks them up, except for
skunks, because the Village has no place to dispose of dead skunks. Public Works calls a contractor to
pick up and dispose of dead skunks in the road. He said that, this year, there were so many skunks, they
went way over their allocation for skunk pickup.
Trustee Grear said he was bringing this up because it's important for residents to know that the Village is
doing something to address the problem. Mr. Czerwinski complimented Mr. DeMonte and Chief Simo for
consolidating that matter and for controlling costs related to it. He said this is a good solution. Actually,
Mike Dahm uses an individual to pick up dead animals four days a week when he's either on his way to
work or on his way home. If residents see a dead animal, they should call it in; the Village will take care of
it. Mayor DiMaria said the Board heard about the "skunk problem" quite a bit over the summer and com-
plimented Mr. DeMonte and the chief for doing a great job on figuring out a solution.
Trustee Witko asked if there was anything residents could do to stop skunks from breeding. She felt the
skunk population had exploded over the last five years. Chief Simo said that residents should basically
stop giving skunks a place to nest. Keep sheds and garages closed; clear out any brush; etc. Trustee
Grear said when the skunk season comes around again, the Village should put tips like that on its website.
Mr. Czerwinski said that was a good idea and added that they could also put an article in the Village news-
letter.
Trustee Thill complimented Mr. Czerwinski on this evening's workshop. He said he learned a lot and felt it
was very professionally done.
Mr. Czerwinski said he appreciated the Board's support.
Trustee Minx moved to adjourn the Budget Workshop, seconded by Trustee Thill. Motion passed
unanimously via voice vote. The meeting adjourned at 7:01 p.m.
6
Village o o ton ove
MINUTES OF THE NOVEMBER 5, 2015 BUDGET WORKSHOP
OF THE BOARD OF TRUSTEES
RICHARD T. FLICKINGER CENTER
6101 CAPULINA
MORTON GROVE, ILLINOIS 60053
Pursuant to proper notice in accordance with the Open Meetings Act, the special meeting was called to
order at 6:00 p.m. by Mayor Daniel P. DiMaria who led the assemblage in the pledge of allegiance. Clerk
Connie Travis called the roll. In attendance were:
Elected Mayor Daniel P. DiMaria, Trustees Bill Grear, Rita Minx, John Pietron, Ed Ramos, John
Officials: Thill, Janine Witko, and Clerk Connie Travis
Absent:
Village Village Administrator Ralph Czerwinski, Corporation Counsel Teresa Hoffman Liston,
Staff : Economic Development Director Nancy Radzevich, Public Works Director Andy DeMonte,
Public Works Assistant Director Joe Dahm, Superintendent of Streets Paul Tobin, Boyle
Wong from Information Systems, Fire Chief Tom Friel, and Police Chief Mike Simo
Guests:
Mayor DiMaria called the meeting to order at 6:00 p.m. and led the assemblage in the Pledge of
Allegiance.
Village Administrator Czerwinski said this was "round 2" of the budget workshops and tonight the group
would look at line items in more detail. He said he would provide page numbers from the budget book so
that everyone would know where they should be looking
Legislative (pgs. 5-6)
Mr. Czerwinski said the summary/briefing is on page 5 with additional detail on page 6. There are no
significant modifications to this line item. "Contractual Services" shows $550 which is earmarked for
printing/publishing. The Legislative budget supports the Village President, the Board of Trustees, the
Village Clerk, and various Village Commissions and Boards. It supports the Village's strategic plan.
Morton Grove Days (pg. 7)
Mr. Czerwinski said this was mostly a housekeeping line item. Funds that come in from the event are used
to offset expenses associated with putting on the event. There is no other revenue to support the event
from the Village's standpoint, although there is some overtime incurred by a couple of departments.
Minutes of November 5, 2015. Budget Workshop'.
Mr. Czerwinski said that this line item is pretty straightforward and flat. He said he was aware that the
Commission was possibly restructuring and that there was a possibility this line item wouldn't stay in the
Village's General Fund, but it would depend on what the Morton Grove Days Commission decides to do.
Administrative (pgs. 9-10)
Mr. Czerwinski noted a typo in the briefing. He said the numbers are correct in the detail. "Personnel"
shows an increase of $49,300 in the briefing; it's supposed to be $26,400. This budget supports the
operation of the Administrator's office, and there is not a lot of change in this. Trustee Thill asked what
personnel are included in this. Mr. Czerwinski answered that it was himself, Sue Lattanzi and Marlene
Kramaric, and then some small pieces of the salary of others whose roles cut across lines.
Mr. Czerwinski said that, in future iterations of the budget, the allocations of personnel will be included to
provide more clarity.
Media and Communications (pgs. 11-12)
Mr. Czerwinski said that this budget shows a $46,000 in "Professional Services" because Village staff is
going to restructure how this works. There are some funds to support some graphic design work and some
development from a professional standpoint, but the reduction comes from the feeling that many of the
existing staff members can get together collectively to do the Village newsletter and other communication
pieces. Mr. Czerwinski felt that, despite the reduction in this budget, the Village would still be able to get its
message out to the community.
Legislative (pgs. 13-14)
Corporation Counsel Liston said the Legislative budget reflects a $50,000 increase. It takes into
consideration the fact that "Outside Counsel Fees" have been cut because there won't be a need for a
lot of outside counsel work. She pointed out that collective bargaining contracts don't expire until next
year, and the Village will probably start the collective bargaining process in September or October of
next year. Other than that, she said, this is a static budget.
Trustee Ramos said it looked like the decrease is $53,000, not $50,000. Mr. Czerwinski said that, on
the detail page, it looks like a $50,000 decrease. He said he would double check the numbers and that
possibly there was a typo on the briefing page.
Community and Economic Development (pgs. 15-16)
Director Nancy Radzevich noted that the Community and Economic Development budget maintains
current levels of staffing. Staffing includes herself, the Zoning Administrator, the Land Use Planner, and
an Economic Development Coordinator. The slight increase in the personnel number is for step increases
for the Zoning Administrator and the ED Coordinator.
"Contractual" obligations show a slight decrease in most areas, for example, in "Meetings and
Conferences," because that number is based on actual 2015 use. There is a substantial reduction
in the Economic Development planning consultant, because for FY2015, $40,000 was budgeted with
the hope of having someone on board to help with Zoning Code updates.
2
inutes of. November 5, 2015 Budget Workshop
However, as of June of 2015, the department learned of an opportunity to get a grant through the RTA to
help with zoning updates, and in October, just a couple of weeks ago, Ms. Radzevich said that she had
learned that the grant application was accepted. Therefore, that $40,000 was reduced in the proposed
FY2016 budget to $15,000, and that amount is to cover potential implementation associated with said
work on Zoning Code updates. The funds could also be used in the event that the RTA grant funds are
only devoted to the TOD area, so that the department can do some concurrent residential updates, piggy-
backing on the grant funds. Ms. Radzevich said the $15,000 is more of a "placeholder" in case the
department can expand the scope of services and do something a little more comprehensive with the
grant monies.
Trustee Pietron noted that $20,000 had been budgeted for FY2015; this document shows actual spending
through the end of July, and nothing has been spent yet. He asked Ms. Radzevich if she still anticipated
spending that $20,000. She responded that the $20,000 had been put in as a placeholder in case the
grant didn't come through, so the department would still be able to get some work done. But now that she
knows Morton Grove received the grant, which officially starts in 2016, that $20,000 will carry over to the
FY2016 budget. The department is planning do something with the Village's Sign Code in 2016.
Ms. Radzevich said there is a slight reduction in "Printing/Publishing" costs because there is better quality
in-house printing capabilities now, so a lot more can be done in-house. Similarly, a slight reduction in the
Economic Development Commission budget is because more can be done in-house rather than being sent
out to print.
Ms. Radzevich said that the overall Contractual budget for Community and Economic Development is 44%
less than in 2015.
On the Commodities side, Ms. Radzevich said there were slight decreases in operational supplies, based
on 2015 spending and the fact that so much now is being done digitally, so the department needs less of
those types of supplies.
Overall, the Community and Economic Development budget is going to be about 7% Tess than the budget
she proposed in 2015, and that is a reduction of $23,000.
Trustee Thill asked if the branding and planning had come out of the Community and Economic
Development budget. Ms. Radzevich said it had not. He asked if it had come out of the General Fund.
She responded that part had come out of the Administrative budget and part out of the Media and
Communications budget.
Trustee Pietron asked [unintelligible]. Mr. Czerwinski said that special funds will be discussed at the next
budget workshop.
Information Technology (pgs. 19-20)
Boyle Wong reiterated the IT Department's mission: to provide technology solutions, and to support and
enable the Village's business processed.
Boyle said he had looked carefully at how he wanted to structure costs for this year, and noted that
page 20 shows the largest reduction is from salaries. He said he'd decided to forego salaried personnel
in favor of professional services, which provides the Village with a lot more flexibility and adaptability.
The change is shown under "Salaries—Full-Time". The correlation isn't exact, but readjusted under
"Professional Services."
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Minutes of November 5 2015 Budget Workshop
Boyle said the other reduction is in "Programming and Software Fees." He said the reduction isn't huge,
but the Village is starting to see some of the benefits from migrating and consolidating to cloud services.
Boyle said that, initially, the Village wasn't able to decommission some of its redundant services, but as
time goes on, he has been able to eliminate some of the services that the cloud service is now providing,
so the Village no longer needs to provide those service in-house and on -premises.
Boyle pointed out that there is a slight increase in "Maintenance: Computers/Machinery/Equipment" under
Contractual in Commodities. He said the Village is on a refresh cycle for one of its larger server clusters. It
doesn't happen all the time, but there is a refresh every six or seven years.
Boyle said there is an overall budget reduction of about $16,000. Mr. Czerwinski said he appreciated
Boyle's creativity in some of these things and his understanding of how we can do this with professional
services rather that full-time salaried staff.
Finance Department (pgs. 17 and 21)
Mr. Czerwinski said that Fire Chief Tom Friel would be doing the Finance Department's presentation. He
complimented Chief Friel, saying he's been doing a yeoman's job of filling in and guiding the ship as far
as the Finance Department goes. His efforts are much appreciated as the search for a full-time Finance
Director continues.
Chief Friel said that he was happy to be able to step in and help, and he's learned a lot as well. For
the budget, the watchword is "flat." He said the Finance Department does have a couple of goals for
2016; one of which is continuing to evaluate the Department's internal processes. Another is working to
leverage Finance Department software by integrating more with existing software or by upgrades that
would enhance communications with existing Police Department and Building Department software. Tom
said that, since the hope is to have a new Finance Director by the end of the year, the Finance Department
isn't going to commit to making changes that might handcuff a new professional coming in.
Tom said the budget preparation was assisted by a combination of part-time and third -party professionals
(i.e., a combination auditing/accounting firm). He said the 2016 Budget for the Finance Department shows
a slight increase in the CNA Fund (which covers general Village pensions); this is to maintain actuarial
recommendations and it's still relatively flat.
Trustee Thill asked about personnel. Mr. Czerwisnki said the Finance Department has a staff of seven,
which includes front desk and water -billing personnel. Trustee Thill also asked if the Finance Department
was still running on the same methodology. Mr. Czerwinski said that the Village is evaluating processes
and changing/refining them on an ongoing basis. He said they're trying to "not start business every month
in a different way."
Mr. Czerwisnki wants departments to become more integrated and work together better, and cited the
Metra Leasing tag situation as an example. He met with the Police Department to ensure they can enforce
the program properly and met with Finance to make sure they can take care of their end. There is also an
Administration aspect to take care of the residents that are on the leasing list appropriately. He said the
applications were just sent out. It took a few days to accomplish, but the Village has now established that
process. Mr. Czerwinski complimented Executive Secretary Sue Lattanzi and said she's the one who
revamped the whole system, and that's not the only one. He said Sue is great at that and said the Village
really has got great staff. Tom agreed and said that we look at our processes and ask ourselves if we're
doing things in a streamlined manner, and if not, that's where we "attack" first.
Trustee Pietron commented that Chief Friel is unbelievable, having served not only as a temporary Village
Administrator, but now as a temporary Finance Director! He wanted to acknowledge Tom publicly for this.
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inutes of November 5, 2015 Budget Workshop
Trustee Pietron asked about "Professional Services," noting that expenses through July 31, 2015 are
$105,000, and doing the math, projected they would be $250,000 by year-end. He asked if that amount
was correct.
Chief Friel said the department looked at that conservatively. He said the professionals we've brought in
have helped the Finance Department tremendously; it was an excellent business decision. As far as the
2016 Budget, the bulk of the work is done. The third -party group is now bringing the Village's books up to
speed, doing bank reconciliations, and other routine items. They will probably be with us through the end
of the year. They are also helping the Finance Department catch up on preparations for the annual audit,
which generally begin three months in advance of year-end, so that everything is all set when the auditor
comes in January.
Mr. Czerwinski commented that the group that was brought in has exposure in multiple municipalities as
well as not-for-profit organizations. They've brought that experience to the Village via suggestions of other
ways of doing things. He said that they are only here three days a week, but they are providing extreme
value.
Regarding Reserves (pg. 21); Chief Friel noted a modest increase over last year in the amount set aside
for "contingencies," which includes things such as payouts of vested benefits (accrued sick leave, vacation
time) when an employee separates from the Village. He said that can become a chunk of money, and
taking that out of a particular department's full-time salary handcuffs department heads quite a bit. Funds
for unemployment compensation and health care opt -outs have also been modestly increased. (If an
employee chooses to "opt out" of Village health care programs, the Village pays the employee a small
incentive.)
Trustee Pietron asked about a certain line item. Mr. Czerwinski said that a portion of that line item is set
aside for potential compensation adjustments. Compensation adjustments are not reflected in any other
line items so we've established it within Reserves. Obviously, compensation adjustments will be discussed
in Executive Session, but we wanted to budget appropriately, rather than make it a surprise later on, so at
this point, it's an allocation in Reserves. Trustee Ramos clarified that the money is there. Mr. Czerwinski
said it was, and there will be some carryover; if the monies aren't expended, they will stay in Reserves. He
said the funds are slightly beefed up to cover storms and unfunded liabilities that occur when employees
separate. He said there's no way of knowing if the amount is "right" because we don't know who will be
leaving and when, although we do know there are some upcoming retirements. He reiterated that if the
funds aren't used, they will stay in the budget. He said we won't spend money just to spend it.
Fire Department (pg. 26)
Chief Friel said that once again, this is a flat budget, but it does NOT compromise the Fire Departments
ability to respond to emergencies within the Village's Corporate Limits. Fire engines and ambulances
will still arrive less than four minutes from the end of the call to dispatch. He said he's very comfortable
with the operational aspects and pointed out a couple of things for the Board to note. One is a $63,000
decrease in Personnel, which represents the elimination of one full-time fire inspector. But there is an
increase in part-time staff, because the Fire Department is trying a "job -sharing" concept, where two
part-time individuals will share work as part-time Fire Code and Fire Inspections and part-time Code
Enforcement for other types of things, i.e., property maintenance. Chief Friel said we're experimenting
with seeing if we can "right -size" these roles.
Mayor DiMaria pointed out that other municipalities do something similar. Chief Friel agreed, saying that, in
many municipalities, the role of Code Enforcement falls under the Fire Department, rather than the Police
or Building Department. Mayor DiMaria said that this would be a shift in the way Morton Grove has been
doing this. Chief Friel said that it was breaking down traditional silos and having people cross -trained
across multiple disciplines.
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Minutes of November 5, 2015 Budget Workshop
Fire Department: Contractual Expenses (page 27)
Trustee Thill asked about Contractual Expenses. Mr. Czerwinski noted that all of the components of
Contractual Expenses are listed on page 27.
Chief Friel said that, in the Contractual Expenses Summary, there's a decrease of $15,000. He said that's
due to the fact that the Village has already done its Lieutenant promotion testing this year, so next year,
the Department will only be doing Firefighter -entry level testing. He also noted that there is a slight in-
crease in RED Center fees; this is due to increased alarm activity. (RED Center "dues" are controlled by
how much the Village actually uses the dispatcher—when there's less use, the fees go down.) Chief Friel
said that this year our alarm level spiked a bit, hence the increase.
Fire Department: Pensions
Chief Friel then brought up the Pension situation. He said the budgeted number is one the Department is
comfortable with. The number is a hybrid between two different actuarial numbers and is compliant in all
respects with what is required by State law. Also, in keeping with past guidance and direction from this
Village Board, the number has been bumped up a bit.
Mr. Czerwinski said that Trustee Grear had asked at the last meeting where the Village was at as far
as pension contributions. He said, as Chief Friel indicated, that the Police and Fire Departments are
submitting an average between the Illinois Department of Insurance's recommended contribution and
the private actuary's recommended contribution, while maintaining a number above the mandatory
municipal contribution. What is reflected in the 2016 Budget is the "middle" between the two actuarial
recommendations and what the Village is required to submit to the State to be in compliance.
Mayor DiMaria said that's the way we've been doing it the last couple of years. Mr. Czerwinski said that the
Village is putting in more than the amount recommended by the Illinois Department of Insurance; with their
recommended amount, they had indicated that the Village would be at 53.73% of funding for the police
pension, and around 52% percent of funding for the fire pension. He assured the Board that the Village is
in compliance with State statutes.
Chief Friel asked if there were any questions.
Fire Department: Code Enforcement Discussion
Trustee Grear commented that he was glad Tom had brought up the Code Enforcement. He wondered,
since there would now be two part-time Code Enforcement people versus one full-time person, how often
would the two be on the street doing inspections?
Mr. Czerwinski said that these two individuals will be the Village's main ambassadors to the residents to
get the message out that, "hey, you've got a situation; let's see if we can find some way for compliance."
He said that if the resident perhaps needs more time, the code enforcement individual can agree to come
back at some later point in time. Ultimately, though, the Village requires compliance, so if the inspector
comes back after a reasonable period of time and the problem still isn't corrected, then penalties can be
implemented. He said the Village would like to try to avoid that, but if it has to be, it has to be.
Mr. Czerwinski said the focus of many of the Village's internal processes is to ensure that it has the "right"
customer service. Mayor DiMaria agreed that customer service is key. Mr. Czerwinski said that he wants
people coming to the Board members saying, "This is all working out really great!"—not talking with each
other about how difficult everything is. He added, with the increase in the number of permits being issued,
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Minutes of November 5,2015 Budget Workshop
and with higher standards, with the contractors and the way they operate in the field, the inspection
process is sufficiently challenged, from the technical aspects perspective. The Village is trying a team
approach with emphasis on the "soft" skills. If there are fire inspections that can't be done, first, by the
company; second, by Capt. Porter (if they're technical or under construction), these individuals are like a
safety valve—they can take care of some of the inspections and re -inspections for compliance, but also
take care of some of softer compliance situations that are less technical, and if they run into something
that's technical, they've got the Building Department team who can come in and make sure the technical
(engineering, public works) things are done correctly. They will be our ambassadors for code enforcement.
Chief Friel said that he and Mr. Czerwinski have discussed managing two people and giving them some
parameters (i.e., work X days and cover X area). They plan to stagger the times of the two individuals so
that someone is available every day—Mr. Czerwinski emphasized that he did not want two people one day
and no people the next. He wants to hire individuals that can be flexible with their schedules to insure full
coverage over a 40 -hour work week. Trustee Minx asked if that would be all year long. Mr. Czerwinski
said, yes, that's the plan. Obviously there would be vacation time so possibly there might be a lost day or
two, but that would happen with one full-time employee too. Chief Friel said he's also going to be looking
for flexibility in start times, as there are some businesses that don't open until the late afternoon or early
evening.
Mayor DiMaria said it was a great concept. Trustee Grear said he felt it was important to let the residents
know that this is what the Village is planning to do. Mr. Czerwinski agreed, adding, "This is a shift, but it's
an appropriate shift."
Fire Department: Commodities/Emergency Preparedness (page 29)
Next, Chief Friel noted that the Commodities line item was essentially a flat budget, as is the Emergency
Preparedness budget. He explained that these are funds used to support the volunteer efforts, as well as
warning siren maintenance.
Trustee Thill asked for an explanation of the foreign fire tax. Chief Friel said it's a unique fund that
appears in most Illinois fire departments. It's a 2% surcharge, charged to insurance companies that don't
reside in Illinois. The philosophy behind this is: a resident has a fire or an emergency; the fire department
comes out to address the situation. If the resident's insurance premiums are not supporting at least some
of the cost of that, they should be. And if the insurance company the resident is paying premiums to is not
located in Illinois, then that 2% will be collected from that bill and given, via the Illinois Municipal League, to
the appropriate municipality's fire department as "foreign fire tax."
Trustee Thill asked how the fire department would know where his insurance company was located—
whether it was or was not located in Illinois. Chief Friel said there are records that show where an
insurance company is headquartered, for example, The Hartford is headquartered in Connecticut.
Mr. Czerwinski agreed and said many companies are incorporated in Delaware because it's easier, and
cheaper, to incorporate there. There are records that show how much money each community receives
from which insurance companies. Chief Friel said the thing that is great is that the money goes directly to
the Fire Department and is earmarked for the maintenance, use, and benefit of the Fire Department. This
is one of those funds that turn over; if the money is not spent, it remains in the Fire Department's budget.
Family & Senior Services (page 38)
Chief Friel directed everyone's attention to page 38, Family & Senior Services and the Civic Center. He
said that the information on page 38 is two different financial summaries, one for Family & Senior Services
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Minutes of November 5, 2015 Budget Workshop
and one for the Civic Center. He said the biggest change is an $83,000 decrease under Family & Senior
Services: "Contractual," specifically, the line item for Counseling & Social Services. Chief Friel said that
Police Chief Simo had referred to this at the previous budget workshop. The $83,000 represents a full-time
social worker. Torn said that, at the start of fiscal year 2015, the Village had a full-time social worker. Her
hours were reduced to part-time during 2015. The individual separated from the Village. A new individual
has been hired and her hours will also be part-time, but the entire budget for Counseling & Social Services
is moving into the Police Department's budget. He emphasized that, just because the full-time position
listed under Family & Senior Services is gone doesn't mean that there's been a reduction in services. It's
just a change in where the position is budgeted.
Chief Friel said the new social worker just started this week and will be working approximately 25 hours
per week. She will maintain an office at the Civic Center, and a large part of her job, as Chief Simo had
indicated, will be response and crisis intervention, which is one reason why this position is under the
auspices of the Police Department.
The social worker will maintain regular office hours at the Civic Center to provide service not only to
seniors, but to anyone in the general public in need of guidance or social services. The schedule has not
yet been finalized, but it will be specific hours on specific days of the week. Chief Friel said the Village is
also bringing in a hybrid concept, with some interesting partnerships it's been building with the township
and their social services professionals and some private sector contacts. He thanked Clerk Travis for her
expertise and assistance in this regard.
Trustee Thill asked what would happen if a crisis arose during a time when the social worker isn't working.
Chief Friel said that the social worker will be "on-call."
Civic Center (pages 38-40)
Chief Friel said that page 40 contains the Civic Center budget detail; the summary is on page 38. The
Civic Center budget is also flat, with the only noticeable item being a $15,000 increase in the part-time
personnel budget. He said the Village is not planning on adding any individuals to the Civic Center payroll;
this item is functioning as a contingency. He said, "We don't know what we don't know," so these are
funds set aside to be available if it ends up that we need a few extra hours from the social services
professional or if we enter into an arrangement with a private party. Mr. Czerwinski said those funds would
also be available if the Village does some kind of a grant with one of the public agencies. He said he and
Tom are strategically planning with the new staff member to figure out how best to use these dollars, or
not use them. He said it was good to have them there because the Village wants to provide the best
services it can.
Trustee Grear noted that someone in the Finance Department goes over to the Civic Center regularly; he
wondered if any portion of that person's salary was allocated to the Civic Center's budget. Chief Friel said
yes, for full-time employees that routinely spend part of their time at the Civic Center (including some
maintenance personnel), a portion of those salaries is allocated to the Civic Center's budget.
Fire Alarm Fund (page 72)
Next, Chief Friel addressed the Fire Alarm Fund. This is a special fund akin to the Enterprise Fund in the
Water Department. It's a stand-alone rejuvenating fund whose revenue and expenditures are earmarked
toward the Morton Grove Wireless Fire Alarm network. He said the Village has invested significantly in a
wireless fire alarm network. It's a mesh network where one person's radio will connect with their neighbor's
radio, which will connect to another person's radio, and so on. That signal bounces all the way to the fire
station into a computer, which then goes via a data circuit (a T1 line) to our dispatch in fractions of
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Minutes of November 5, 2015 Budget Workshop
seconds. The signals for a fire alarm will be right at our dispatcher's desk rather than a third party to
whom the Village might have to pay a separate fee. The fire alarm signals go directly to our dispatcher's
computer and alerts them. This fund is supported through the monitoring fees paid by the businesses in
our community and it's been very successful.
Chief Friel said that the Village maintains the funds in order to maintain that equipment. Morton Grove
shares the system with several other towns (i.e., Niles and Lincolnwood) that have worked into our mesh
network. Skokie maintains a system with the same technology, but on a different frequency.
Mr. Czerwinski noted that the three towns worked together to develop the RFP for the mesh network; it's
worked out well for all involved.
Chief Friel said the budget for the Fire Alarm Fund is flat and is self -maintaining, like the Enterprise Fund.
Building & Inspectional Services (page 41)
Mr. Czerwinski asked Ms. Radzevich to address this. She said that this is an "even" budget. She proposes
to maintain the staffing level of 5.5 full-time employees in the Business & Inspectional Services group.
They are the Building official, one Building & Electrical Inspector; one Plumbing Plan Reviewer and
Inspector (who also does some code enforcement); and two Permit Clerks. One of the clerks does building
permits full-time; the other clerk is part-time and provides support for the Economic Development
Commission, the Pian Commission, and the Appearance Commission. This person functions as a clerk for
these commissions—putting packets together, getting the notices, correspondence, and agendas out, etc.
This clerk also does all the business compliance certificates.
Ms. Radzevich noted that, under "Personnel," there is a 2% increase. This is strictly for step increases for
the staff members who'll be receiving step increases in 2016.
From a contractual standpoint, Ms. Radzevich said there are some slight increases in Dues & Subscrip-
tions and Meetings & Conferences which are related to helping staff, including the building officials and
the inspectors, maintain their required certifications. She offset that slight increase by slight decreasing the
Vehicular Operating Costs, based on 2015 spending, which is much lower than projected. Ms. Radzevich
said she feels comfortable that the Village can cut back on that line item through 2016. Ms. Radzevich said
that, overall, the Contractual budget will be about $400 less.
Under "Commodities," Ms. Radzevich said she's proposing a decrease for Operational Supplies because
the Village is doing so much more digitally; operational costs and expenditures have been going down
each year. There is also a decrease under "Uniforms." The Commodities portion of the budget is going to
be 17% less than the 2015 budget.
Ms. Radzevich pointed out that there is a line item for Engineering Services. In 2015, she budgeted about
$82,000 for that, and that is for seasonal support staff, i.e., plans examiners and additional inspectors. She
said that traditionally the Village has hired additional seasonal support staff from March through October to
help with increased permits and inspections. However, in 2015, because there was so much going on, the
hiring of that additional support staff never happened, and Ms. Radzevich said that staff really felt the loss,
particularly John, who had to work a lot of weekends just to keep up on plan reviews. His target is always
to get the first review done in ten business days and he really had to work hard to make that happen.
Ms. Radzevich said she is seeing the number of permits, the value of permits, and the complexity of
permits increase. She's also seeing increases in the types of residential permits. She said that, even
though the funds for seasonal support staff were not expended this year, she really believes they will be
spent in 2016, particularly because it's projected that the 8700 Waukegan project is going to be filing for
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Minutes of November 5, 2015: Budget Workshop
their Special Use permits within the next couple of weeks. There will likely be a Public Hearing on this
project in December, and the developer will be starting demolition in March and working through the
summer. That project alone will take up a lot of inspectional time away from other projects.
Trustee Thill commented that twice this week, once by an established Morton Grove business and once by
a business new to town, he's overheard nothing but kind words and praise for the Building & Inspectional
Services staff, especially Dominic. Ms. Radzevich said that her staff has been doing a fantastic job trying
to keep up with everything. Mr. Czerwinski asked Trustee Thill for the names and locations of the
businesses because he'd like to stop by and talk with them. Trustee Thill said that one of them is a new
frame store and the other is the Mexican restaurant on Waukegan Road.
Ms. Radzevich said that, overall, the Building & Inspectional Services budget is going to be about 2%
higher than in 2015, primarily due to the step increases mentioned previously. She said that the
Community & Economic Development budget and the Building & Inspectional Services budget, when
combined, is 1.4% less in 2016 than in 2015.
Public Works (page 30)
Mr. Czerwinski asked Public Works Director Andy DeMonte to speak to the 2016 proposed Public Works
budget. Mr. DeMonte said he would cover the highlights.
Public Works: Street Department (page 31)
Mr. DeMonte said there are 14 employees in this division and he is not requesting any additional
employees. He noted a 325% increase in tree replacement, and said that was because the Village
received a $50,000 grant from the Great lakes Restoration Initiative which requires a 20% match. The
Village will be planting a lot more trees in 2016! Mr. DeMonte also pointed out a 435% increase in Capital
Outlay for Vehicles. Public Works plans to purchase a three -yard dump truck. The reason for the budget
increase is because, in the 2015 budget, the vehicles were purchased out of the Bond Issue.
Public Works: Engineering
Mr. DeMonte said there are three employees in the Engineering Division and he is not requesting an
increase in employees for 2016. He noted a 19% decrease in engineering services and said it was
because the Village does a bi-annual bridge inspection (the bridge on Beckwith Road) and that was done
in 2015, so it doesn't need to be done again in 2016. There's also a 44% decrease in Operational Supplies
because some survey equipment was purchased from the 2015 budget, so it's no longer accounted for in
the 2016 budget.
Public Works: Vehicle Maintenance
There are four employees in this division, and Mr. DeMonte said he is not requesting any additional
employees or eliminating any current employees. Outside Services has a 16% decrease because Public
Works is deferring the purchase of a new air compressor. The current one was worked on this year, and
they think it will last another year.
Mr. DeMonte said all in all, this is a pretty lean budget, but he was comfortable that services will remain at
the same high level residents have come to expect.
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Minutes of November 5, 2015 Budget Workshop
Public Works: Municipal Buildings (page 41)
Mr. Czerwinski said there is an error under "Utilities" within Municipal Buildings. He said that, in July
of 2015, the Village was at $21,900 in actual utilities spend, so the budget reflects that, but he said that
realistically it should be $40,000. He apologized for that getting past him and said he would make that
correction with Finance.
Mr. Czerwinski said that another big thing is Capital Improvements to Buildings; he said that the Village is
deferring all of the five-year capital projects because this is a very tight budget. He said that page 41 lists
everything that's being deferred, adding that most of those items were also deferred in the 2015 budget.
Mr. Czerwinski said it's important to note that the Village is unsure of where exactly it's going with its
facilities. He said we know its important to do something with the Police Station and eventually with Village
Hall, so it's a matter of determining what would be a "smart" purchase—not something that will be left
behind. He said that, in 2016, Village staff will look at the possible options the Village has; they will review
the studies, determine exactly how much square footage is needed, all to make sure that the Village
makes a smart move.
Mr. Czerwinski said that this was discussed in depth during the budget preparation process. Mr. DeMonte
said, as an example, the boiler in Village Hall needs to be replaced and everyone agrees on that, but it
doesn't make sense to replace it if we move out of this building in the next couple of years. Mr. Czerwinski
agreed and said that's why we're comfortable deferring purchases.
Trustee Pietron commented that it's unbelievable and amazing what Village staff does, on this tight of a
budget, to make the Village more appealing.
Public Works: Water & Sewers (pages 43-45)
Mr. DeMonte said this division has 12 employees and he is not requesting any additional resources. He
noted that an 846% increase is a placeholder related to the alternate water source, and said that was in
case the Village needs additional engineering services. There is approximately $1 million extra in that
account.
Mr. DeMonte said the budget shows a decrease of 63% in water and chemical testing due to the fact that,
this year, the Village had to do some additional EPA testing. He explained that about a dozen communities
in the State were called on do this additional water quality testing. Mr. DeMonte said he's not sure why
Morton Grove got chosen, but it cost the Village about $16,000, so that's why there's a reduction for 2016.
Public Works
Mr. DeMonte said there is a 378% increase in the Maintenance of Buildings account for two gates—one
at the north pumping station and an electric one at the south pumping station. He said there is a 35%
reduction in maintenance of water tanks, and in 2015, the Village purchased a flow meter for the reservoir
at the south pumping station (cost was $15,500), which explains the reduction in this account.
Mr. DeMonte said there is also a 41% increase in Fire Hydrants and Repair Parts, which are basically
hydrants and in-line valves. He pointed out that our systems are getting old and we need to do some more
replacements. This cost went up by about $25,000.
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Minutes of November 5, 2015 Budget Workshop.
Mr. DeMonte said there is a 53% increase in Operational Equipment, and said there are about six line
items of things Public Works would like to replace; for example, a self-contained breathing apparatus—
three of them are needed. Also defined space ventilators, new tapping machine, and some leak loggers.
These are things that can be put out in the water system for 24-72 hours; they look at an area of
one to two blocks; Public Works retrieves them and the data tells them if there are any leaks in those
areas. They are a nice enhancement to the Village's current leak detection program.
For Improvements Other Than Buildings, there is a 70% decrease, because in 2015, Mr. DeMonte said,
the Village paid of the 12 -inch and 20 -inch water mains for the north branch of the Chicago River. There is
a 190% increase to Motor Vehicle Purchase, because Public Works wants to purchase to pick-up trucks
and two 10 -yard dump trucks. All of these will have plowing equipment installed and one will also have a
salter.
Trustee Pietron commented that there's probably a lot of hours on the vehicles' engines and suspected
that the trucks get pretty beat up. Mr. DeMonte said they absolutely do, but noted that with all of the
Public Works vehicle and equipment, they get an average of 13 years out of them. Trustee Minx asked if
the vehicle purchases Mr. DeMonte mentioned would be replacing existing vehicles. He said they would
be. Paul Tobin said a 1995 vehicle and a 2000 vehicle would be replaced.
Public Works: Enterprise Sewer (pages 48-49)
Mr. DeMonte said there is a 152% increase in Engineering Services and explained that those are
engineering funds set aside for the Moody/Dempster sewer problems. Engineering work is going to be
needed there, that's why those funds are there. He said there is also a 621 % increase to Construction &
Services, also attributable to the Moody/Dempster sewer project, in case it's needed. Mr. DeMonte said
he's not sure of the plan yet, but hoped to talk to the Board in December regarding a course of action.
Mr. DeMonte said there was a 41% increase in Operation Equipment for camera -televising of sewers.
Public Works also wants to pick up a wheel kit to be used in larger sewers. Right now, they can only do an
8 -inch sewer.
On page 49 is Enterprise Fund Administration, and Mr. DeMonte said the only item of note is an 11%
increase for Dues and Subscriptions, because there was a slight increase in the Everbridge subscription.
(Everbridge is the mass calling system.)
Trustee Grear asked if the Flood Control Assistance Program was still funded at $50,000. Mr. DeMonte
said it was. Trustee Grear asked if it was being utilized. Joe Dahm said that it's handled through the
Building Department now, but he was aware of about 6 or 7 residents who had taken advantage of the
program. Mr. DeMonte said the program had been reduced from $100,000 to $50,000. The Village
provides $5,000 per household. He said the Village has had this program for at least six years, with
various levels of funding. Trustee Thill asked if any of the money has been repaid. Mr. DeMonte said no,
because the provision for repayment is after 10 years or when the house is sold. Mayor DiMaria said the
Village is still a few years down the road from seeing any repayment. Mr. DeMonte said requests for flood
control assistance are usually driven by the type of spring we have. If there's a lot of heavy rain, there's a
lot of inquiries and interest.
Public Works: Capital Proiects Fund (page 53)
Mr. DeMonte said that Engineering Services includes $615,000 for a program Public Works wants to start,
which would be improving alleys behind the businesses on Waukegan Road by doing them in concrete.
Public Works has wanted to do this for several years, because the heavy trucks that use these alleys just
tear them up. He said that Public Works has just finished repairing the alley behind Seven Brothers. It took
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Minutes of November 5, 2015 Budget Workshop
the years to complete because it was done in stages. These alleys really need to be done in concrete;
that's why that money is there.
Mr. DeMonte said the Street Improvement Program shows a 162% increase. He added that most of that
money is from the bond issue; the Village has about $1.1 million each year for 2016 and 2017 earmarked
for street resurfacing. After that, he said, well have to figure out a funding source.
Public Works: Motor Fuel Tax Fund (pages 64-65)
Mr. DeMonte said this is the fund on which the State of Illinois is holding back funding; he said hopefully,
the Village will receive these funds by January 1, 2016, because it has contractual obligations that must be
funded, i.e., roadway salt and maintenance of street lights and traffic signals. These will have to be funded
even if the Village does not receive the Motor Fuel Tax monies from the State. Mr. DeMonte said they
would likely have to come from the General Fund and then reimburse the General Fund when the funds
finally come through.
Mr. DeMonte noted a slight reduction in Construction Materials due to lessening the amount of patching
material the Village purchases, and a 47% reduction in snow removal material. He noted that the cost of
roadway salt has gone from nearly $110/ton to $64.02/ton.
Trustee Thill asked if the Board was going to review all the different funds. Mr. Czerwinski said yes, at the
next workshop on November 18, there will be a review of all the fiduciary funds. Mayor DiMaria said there
would also be a brief summary of where the State of Illinois is and the amount of Morton Grove money it's
holding, because that's important for everyone to know. When the money doesn't come in from the State,
it causes the Village to have a "situation" which the Board must be ready for.
Trustee Thill asked if the review would include how the various funds are supported. Mayor DiMaria said
that Mr. Czerwinski would do a review, and let the Board know the ramifications the Village faces if the
State doesn't get its act together. Mayor DiMaria said he was not optimistic that that would happen by the
end of this year. He said that he's talked with legislators and the general feeling is that a budget may pass
in the first quarter of 2016.
Mr. Czerwinski noted that there is a House Bill about releasing funds owed municipalities; the Board
has received some briefings about that. Staff is working on crafting a letter to send to Morton Grove's
legislators supporting HB 4350, which asks the State to release the funds owed to various communities.
There is a lot of sponsorship for this bill because those funds don't have anything to do with the State's
budget situation. The bill will be voted on in December.
Mr. Czerwinski said Board members can expect an email tomorrow with a letter that they can drop into
their own email and send directly to our House representatives. Mayor DiMaria said that it's important,
when you email the House representatives, to let both he and Mr. Czerwinski know. The mayor said that,
as liaison to the Northwest Municipal Conference's Legislative Committee, it's important to know who's
reached out and who has not.
Mr. Czerwinski said that it will be pretty easy for the Board to just cut and paste the letter into their own
email, and the Village will also provide all the appropriate email addresses. Mayor DiMaria said another
option would be for the Board to write the letter and sign it, and get it to Mr. Czerwinski, who'll get it sent.
Trustee Thill asked if there could be one letter that every member of the Board signs. He responded that
there could be, but the goal is to have "volumes" of mail and email to make the point. Volume has impact.
Mr. Czerwinski said that everyone is hoping this legislation passes. He's also heard that the State might
change the rules, and provide municipalities with only 80% of the funding. Mayor DiMaria said that the
State might "loan our money to us" and charge 10% interest!
13
Minutes of November 5, 2015 Budget Workshop
Public Works: Commuter Parking Fund (pages 70-71)
Mr. DeMonte said this is the Metra lot. There's a 3% reduction on expenses. He noted that we've been
running a deficit in this fund for the last couple of years, but that's because the Village has been doing
a lot of concrete and asphalt work there. On June 1, 2015, the parking rate was increased to $2/day.
Mr. DeMonte said the Village's projections are conservative and felt it would end up a "wash."
Mr. Czerwinski said that he's been receiving emails from people asking what the Village is going to do
about the Metra lot because the lot is always full. He said the some of the emails are not from people who
live in town, but he responds to them anyway. The lot is fairly full, but it does appear that there are some
spaces here and there. The Village doesn't want to do a traffic count or a commuter use count until the
Yellow Line is more fully re-established. He said that, when the Yellow Line came back into service, the
Village saw a slight reduction in parking in the Metra lot. Mr. Czerwinski added that Metra implemented a
fare increase at Glenview so it was cheaper to get downtown from Morton Grove than from Glenview.
Consequently, Morton Grove's lot gets filled with people from Glenview trying to save a few dollars. He
said he's looking for some balance and the general feeling is that when they Yellow Line is back and fully
operational, Morton Grove will see some relief. He said the Village plans to keep monitoring the situation.
Public Works: Municipal Parking Fund (page 77)
Mr. DeMonte said we're anticipating taking in $56,150 with only $15,500 in expenses. That parking lot is
doing well. It's a new lot and does need much maintenance at this time. The Village is still paying off the
construction cost. Trustee Thill asked if all the spaces have been rented and what the Village is charging
people for these spaces. Mr. DeMonte said he believed that the spaces are all rented. Mr. Czerwinski said
he's in the process of revamping the process for leasing these spaces and has talked to staff and to the
police about enforcement, hang tags, etc. He wants to make sure that all 111 spots are leased. He's also
looking at pay timing; i.e., if someone pays quarterly, they might pay a little more than someone who pays
for a whole year upfront. Also if someone gets "off" the system, if they've changed jobs, for example, but
they paid for the whole year, the Village will refund the balance of their payment less an administrative fee,
if the Village can re -lease the space. We're now charging $500 for a year and the spaces are sold out, and
there is a waiting list. Mr. Czerwinski said the Village doesn't want to keep people out, but felt the Village
needs to determine what is the "right" amount to charge.
Trustee Thill asked if the Village could spend some money to beautify thee swale on the east side of the
lot. It was supposed to be a "showplace of Morton Grove" but it doesn't look like it. Mr. Czerwinski said the
Village will look at redesign and streetscaping in that area. The Village would like to beautify and enhance
that area to make it a spot that people and enjoy and where they feel safe crossing the street. He added
that there is potential to extend the bike path from Oakton to Lincoln to potentially Dempster. He said Chris
Tomich is working on submitting a grant to receive bike path funding.
Mayor DiMaria said the Village is taking baby steps, but the area looks better than it did a year ago.
Trustee Grear asked how long the municipal parking lot has been there. Mr. DeMonte said it was about
five years old. Mayor DiMaria said that Mr. DeMonte did a great job of planning that lot out; he hears many
compliments from residents about it.
Public Works: Solid Waste Fund (pages 78-79)
Mr. DeMonte said that this is a self -standing fund; residents pay the actual costs. He would recommend
adding some retention to this fund in case of flooding and to offset huge tipping fees. He felt there should
be some funds "standing by" in case flooding happens again, although he added that, right now, it's a
perfect balance. Mr. Czerwinski asked Mr. DeMonte to draft a memo on the amount he felt would be
appropriate, and then it could be discussed.
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Minutes of November 5, 2015 Budget Workshop
Wrap -Up
Mr. Czerwinski asked if anyone had any questions.
Eric Poders wondered if there was a document residents could review, or if, at the next workshop,
Mr. Czerwinski could provide an "Executive Summary" or an "Annual Report" so residents could review the
numbers. He added that he was very impressed by Mr. Czerwinski's professionalism. Mr. Poders said he
would also like to see some funds allocated to block off the north side of Marmora and Oakton with a
concrete barrier or steel fence to end all the traffic accidents that have occurred at that intersection,
although he admitted that was likely to be a multi -jurisdictional issue between Skokie, Morton Grove,
and the Illinois Department of Transportation (IDOT). He said he was involved in an accident at that
intersection three years ago and nothing has been done to make it any safer. Mr. Poders said he planned
to take this up with IDOT by the end of the year if there was no plan in place to address it.
Mr. Czerwinski said that the budget workshops are using draft documentation which includes typos and
errors, but before the budget is presented to the Board, a final document will be available for review online,
at the Library, and in his office at Village Hall. The purpose of the budget workshops is to give staff
feedback, listen to department directors, and determine if the Board is comfortable with the narrative and
the numbers. Once the workshops are concluded, staff will put together a final document and post it.
Mr. Poders asked if it would be possible to get an Executive Summary by department. Mr. Czerwinski said
he should stop into Village Hall and talk to him about that, but the concept they're using this year is that
the department puts together a briefing sheet; the director attends the workshops and talks to the Board
about noteworthy changes, budget objectives, etc. Based on Board feedback, the budget is finalized and
Mr. Czerwinski puts together a transmittal letter.
Mr. Poders what is going on with the Village's TIFs. He said that he's not aware that any regular TIF
meetings have been held this year. Mr. Czerwinski said a TIF meeting is in the works, tentatively set for
November 30, at which time a calendar will be established for future TIF meetings.
Mr. Poders asked if funds would be allocated from the Lehigh Ferris TIF to the Prairie View TIF or the
Dempster -Waukegan TIF to pay off the balance on debt so that money doesn't have to come out of the
General Fund. He wonder if Mr. Czerwinski could utilize the accounting professionals he had mentioned
earlier to have them come up with some creative ideas, concepts, or strategies of how to port that money
over, because once that TIF closes, it's going to open up some revenue. Mr. Czerwinski said that staff is
looking at those things to make sure we make the right moves for those TIFs.
Mr. Poders said he applauds the conservatism of the department heads, even with the bond issue,
Morton Grove's spending is tight. He noted that there is a lot of new construction going on, especially
with people rehabbing homes, and suggested the Village might want to raise the tax levy to capture that.
Mr. Czerwinski thanked Mr. Poders for his comments.
Trustee Minx moved to adjourn the Budget Workshop, seconded by Trustee Pietron. Motion passed
unanimously via voice vote. The meeting adjourned at 7:43 p.m.
15
Village o o ton ove
MINUTES OF THE NOVEMBER 18, 2015 BUDGET WORKSHOP
OF THE BOARD OF TRUSTEES
RICHARD T. FLICKINGER CENTER
6101 CAPULINA
MORTON GROVE, ILLINOIS 60053
Pursuant to proper notice in accordance with the Open Meetings Act, the special meeting was called to or-
der at 6:00 p.m. by Mayor Daniel P. DiMaria who led the assemblage in the pledge of allegiance. Clerk
Connie Travis called the roll. In attendance were:
Elected Mayor Daniel P. DiMaria, Trustees Bill Grear, Rita Minx, John Pietron, Ed Ramos, John
Officials: Thill, Janine Witko, and Clerk Connie Travis
Absent:
Village Village Administrator Ralph Czerwinski, Corporation Counsel Teresa Hoffman Liston,
Staff : Economic Development Director Nancy Radzevich, Public Works Director Andy DeMonte,
Superintendent of Streets Paul Tobin, Fire Chief Tom Friel, and Police Chief Mike Simo
Guests: Mr. James Quinn
Mayor DiMaria called the meeting to order at 6:00 p.m. and led the assemblage in the Pledge of
Allegiance.
Mayor DiMaria noted that this is `round 3" of the budget workshops and turned the meeting over to Village
Administrator Czerwinski, who said he would stick to the Agenda this evening.
He said that, at the last workshop, the Board had heard about the Enterprise Funds (Water, Sewer,
Administration).
Capital Projects (pg. 52)
Mr. Czerwinski said both the summary and the detail are shown on page 52. He said that, from an
Engineering Services standpoint, Public Works is looking to get some engineering services accomplished
for alley improvements, specifically rebuilding some of them in concrete. Also, the Village has a shared
project with the State of Illinois and the Village of Skokie, and thus has $550,000 earmarked for
preliminary engineering services on Austin Avenue between Oakton and Main Street. Mr. Czerwinski
said the State needs to acquire some rights-of-way before the project can really proceed, so he thought
that, realistically, it might not actually begin until 2017, but meanwhile, the Village has set aside funds for
preliminary engineering services when they are required for this project.
Minutes of November 18, 2015 Budget Workshop
Next is Dempster Street Parking. Public Works Director Andy DeMonte said that line item is a holdover
from the Dempster Street Improvement project. There is $350,000 in there in the event the Village wants to
build another parking lot, but it would have to buy a decent parcel first. Another difficulty is that it's hard to
determine where exactly a parking lot should be, with businesses coming and going. Right now there are
no plans to add another parking lot, unless the Board so directs. So this line item is functioning as a place -
holder. Mr. Czerwinski commented that it's good to have the funds there, but they will not be expended un-
less the Village needs them.
Mayor DiMaria asked if those funds could be used to create some horizontal parking spaces on
Dempster, instead of a parking lot. He said the Board hears quite often that parking on Dempster is
needed, and asked if the funds could be used to perhaps put in 7-8 spaces around Dempster and Major.
Mr. DeMonte said he was pretty sure that money was earmarked specifically for a parking lot.
Mr. Czerwinski said that staff would do some investigating, and see if the scope of what the funds are to
be used for could be expanded.
Trustee Thill asked if the $350,000 is money the Village has right now or if it would be money coming back
to us. Mr. DeMonte said he was fairly certain the Village would need to expend the money and then would
be reimbursed.
Next is Lake Street Sidewalks. Mr. DeMonte said the funds in that line item are a placeholder in case
some invoices came through in early 2016. This was a sidewalk running from Austin Avenue to Parkview
School and was funded with grant money. The sidewalk is complete, and all of the invoices have been paid
in 2015.
Traffic Signal Updates: Mr. DeMonte said this is a joint project with the Village of Niles to upgrade the
traffic signals at Dempster and Shermer and Dempster and Harlem.
Street Improvement Program: Mr. DeMonte noted that this is bond money the Board set aside for street
improvements in 2016 and in 2017. The amount listed will cover about three miles of streets.
Beckwith Road Bridge Repairs: Mr. DeMonte said that the Village is mandated by the State to have its
bridges inspected every two years. The only bridge the Village owns is the one on Beckwith Road. It was
inspected in 2015, and about $120,000 of repairs is needed.
Alley Improvement Program: Mr. DeMonte business alleys said these are and Public Works said they
get torn up every year with the weight of delivery trucks. He said the department wants to reconstruct them
in concrete. $550,000 will get approximately one alley. This has been deferred for several years.
Trustee Thill asked Mr. DeMonte if the Public Works "graded" alleys, similar to how they grade streets, to
determine which are "Failing" and need the most attention. Mr. DeMonte said yes, and the first couple of
candidates are alleys on Waukegan Road. Mr. Czerwinski thanked Mr. DeMonte and said that that was a
good approach.
Bond Notes Redemption and Interest (summary on page 54; detail on page 51)
Mr. Czerwinski this is the use of various proceeds and revenues to pay the bonds and notes that the Village
has outstanding. He said it's pretty straightforward. Some are supported with property tax dollars ($807,000
of property tax is used); these are summarized on page 55. The balance are abated through General Fund
proceeds and other revenue sources.
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Minutes of November 18, 2015 Budget Workshop
TIF Funds
Mr. Czerwinski said that Economic Development Director Nancy Radzevich would first talk about the
Dempster and Waukegan TIF (summary on page 56, detail on page 44). He said the biggest thing
happening there is the project planned for 8700 Waukegan. Ms. Radzevich said that she and her staff
have been working with the developer all this week; they plan to file the PUD this Friday, and then will go
through the Procedural Control meetings (Appearance Commission, Traffic Safety Commission, and Plan
Commission) during the month of December. The PUD should come before the Board at their first meeting
in January, with approval coming at the second Board meeting of January.
Mr. Czerwinski noted that there are some associated economic development costs in the agreement, but
they wouldn't come to fruition until their building is completed and they have a certain level of occupancy,
so that might not even occur in this fiscal year. Nevertheless, funds are in the budget so that the Village can
satisfy that need if it needs to.
Trustee Thill asked if the Board was going to have a meeting to be brought up to date as to what the exact
plan is for 8700 Waukegan. Mr. Czerwinski said yes, once the developer files the PUD, staff can provide an
overview to the Board, and also, the plan will come before the Board for approval. Ms. Radzevich said that,
once the PUD plans are filed, she would make sure to hold a packet or binder aside so that Trustee Thill
can sit down with her to review it. Mr. Czerwinski said there's no reason not to be transparent with this
project; the developer has done a very nice job. The neighbors at 8600 Waukegan had voiced some
concerns, so the developer, Mr. Czerwinski, and Mayor DiMaria had a meeting with those condominium
owners to dispel their concerns. Mr. Czerwinski said the developer listed to them and acted on their
concerns, and has even had subsequent meetings with them.
Mayor DiMaria concurred, stating that, in all his years on the Board, this developer has gone above and
beyond anything he's seen before. The developer met with the 8600 Waukegan neighbors at least twice,
worked through their issues, and actually developed an improved access plan providing shared access.
Next, Mr. Czerwinski talked about the Lehigh -Ferris TIF District (summary on page 58, detail on page
45). He reported that this TIF is doing very well and staff is very comfortable with it. This TIF allows the Vil-
lage to have some funds available for the purchase of property or for infrastructure improvements that may
be needed for future projects. Right now there are no concrete plans; although there is a possibility of doing
some infrastructure improvement this fiscal year, so that if there is a future project being built, it can be
moved off of the combined sewer and hooked into the Capulina sewer system, which has capacity. He said
the projection in the Lehigh -Ferris TIF Fund is pretty balanced, possibly a little more than is needed, but the
funds will not be spent unless they need to be. Trustee Grear clarified that this TIF expires in 2023.
Mr. Czerwinski said that is correct, and it's on target and doing well. Mr. Czerwinski said this would be
discussed more at the annual TIF meeting on November 30th. He said that there are still some available
sites within this TIF, but Ms. Radzevich and her department are reaching out to different developers for
some good—and fair—proposals. Mr. Czerwinski said if the Village receives proposals that don't match its
needs, those proposals will be rejected, but if proposals that match the Village's needs come in, they'll be
brought to the Board for consideration.
Mr. Czerwinski discussed the Waukegan Road TIF District (summary on page 62; detail on pages 47-48).
He pointed out that this TIF is nearing its end (it expires in 2017). It was created in 1995 and has done a
nice job in that it has definitely changed the character of Waukegan Road. He said that maybe some
additional improvements can be done in that area. From a qualitative standpoint, the Village is comfortable
with the Waukegan Road TIF, but from a quantitative standpoint, there is outstanding debt the Village has
to pay. Ms. Radzevich agreed, stating that "this is a successful TIF, but not on paper." She added that her
department is starting to see more interest in the Waukegan Road area.
3
Minutes of November 18, 2015. Budget Workshop
Economic Development: (summary on page 68)
Mr. Czerwinski said the Village has entered into various economic development agreements (with Culvers,
and McGrath, for example) to "make things happen," which is what it needs to do and is necessary to do in
a built -out community. These are revenue-sharing agreements so the Village and the developer are sharing
the costs of growth and sharing the return. In this fund, revenues are less and expenses are higher,
because staff believes the Village will get more revenue than is projected. If the Village gets more revenue
than projected, the expenditures are based on a percentage of what the Village returns. The important
thing is to be sure the expenditure amounts are sufficient so that the budget doesn't have to be amended.
Mr. Czerwinski said the philosophy was to be conservative on the revenue side, and conservative, but
slightly less so, on the potential expenditure side.
Trustee Pietron said it seems like an investment to bring revenue in the future. Mr. Czerwinski agreed and
said the Village is going to keep on building on its progress to date, but the Village has certain agreements
in place and must abide by them.
Mr. Czerwinski said that the Board will also see here the revenue-sharing agreements it has entered into
with School Districts 67 and 70, to make sure that educational facilities and operations are not impacted by
being located in these TIF districts. This is a balanced approach.
Trustee Grear asked Mr. Czerwinski to have Ms. Radzevich talk about the Village's facade improvement
program. Ms. Radzevich said the facade improvement program was reinvigorated about 18 months ago.
All -Inn was the first applicant, but they have not yet moved forward. Two other applications were filed and
approved, one by State Farm Insurance and one by Equipment International on Ferris. Both projects are
done and both are definite improvements over the previous facades. Ms. Radzevich said that members of
the Economic Development Commission are doing business visits, making some connections, and talking
to businesses about the facade improvement program. Some of the feedback they've received or
discussions they've heard include the businesses wondering if the program is really worth it, or commenting
that it seems "tilted"—there's a smaller match for bigger projects. She said that staff needs to look at this to
decide if changes in the program are warranted. She said that developers do ask about it and they seem
interested in it, so having the program does help staff have a conversation. Trustee Pietron commented
that the program seems to be a kind of prospecting/sales too.
Trustee Thill asked if the Osco economic development agreement is paid (yes) and if the Menards
economic development was paid. Mr. Czerwinski said both have been paid in full. Trustee Thill asked why
they still appeared in the budget document. Mr. Czerwinski said they could probably be deleted, and once
the Village has a finance director on board, some clean-up will be done on the budget.
Special Revenues
Mr. Czerwinski said that the Motor Fuel Tax fund has money coming in and money being spent; it also
has some funds held in reserve, in the Village's fund balance (see page 64). He said that Mr. DeMonte had
already provided a good explanation of the Motor Fuel Tax funds at a previous workshop.
Emergency 911 is next; the summary is on page 66 and detail on page 43. Mr. Czerwinski said these are
911 fees charged for phone lines; they pay for emergency 911 equipment and dispatching costs. He said
this is pretty much "money in, money out."
Next is the Commuter Parking Lot; the summary is on page 70 and detail on page 49). As Mr. DeMonte
had stated at a previous workshop, Public Works did a lot of curb and gutter work and patching at the
commuter parking lot in 2015 and so wouldn't really be touching it for a while, so the funds in that account
will build back up. This is the Metra lot, which is basically controlled by Metra.
4
Minutes of. November 18, 2015 Budget Workshop
Mr. Czerwinski noted that the Village receives a lot of calls about adding more parking there. He wasn't
sure if it was from when the Skokie Swift was down or what. Trustee Minx asked if there had been a
decrease in the number of cars in the lot once the Swift was up and running again. Mr. Czerwinski said
there was a slight decrease the first few days, but then the lot became packed again. He said he and
other staff check it at various points throughout the day; sometimes it's packed, and some days (especially
Fridays), there are open spaces to be found. He said staff is keeping an eye on it. Mr. Czerwinski said he
frequently receives calls from people saying the Village "should build more parking on that lot right across
from the train station." He said he explains that doing so would not be to the Village's economic advantage.
Capital Projects: Mr. Czerwinski said these are bond proceeds to use for future projects.
Water and Sewer: Mr. Czerwinski said these have already been discussed. There is $995,450 in there for
doing a route analysis for a potential alternate water supply. The Moody -Meade sewer is also in there; more
discussion needs to occur on how that will be engineered, but there are sufficient funds, without touching
the reserves to do the engineering. Mr. Czerwinski said that Mr. DeMonte thinks there are things the Village
can do that would be less costly, so...more to follow.
Fire Alarm System: The Fire Department has a wireless alarm system; Chief Friel has already given a nice
explanation of it. When that equipment reaches the end of its service life, it will need to be replaced. The
advantages of this are that there are less false alarms, less phone line charges; it's a very redundant
system; and it provides immediate assistance versus possible delays from a central station. Mr. Czerwinski
said that many communities are doing this now.
Municipal Parking Lot: Mr. Czerwinski said that there is $85,000 in this line item as excess funds.
Revenue is coming in from hanger tags, and staff (Chief Simo, Chief Friel, and Executive Assistant Sue
Lattanzi) has improved that process so that users may now purchase tags annually or quarterly.
Mr. Czerwinski said the price is right, the Village should be able to sell out all its spaces, and there are
funds available to maintain the lot. It's working well.
Solid Waste Fund: This is predominantly money in/ money out; these are excess funds.
Seizure Funds: Mr. Czerwinski asked Chief Simo to address this. The chief said that Police Departments
around the country maintain an account of seized money from drug cases. This money is generally used to
enhance the Police Departments' budgets, not replace them. In Morton Grove, Chief Simo said the seized
funds account will be used for some extra things the department needs to purchase which are not included
in the budget. The MGPD wants to join a private crime lab, because the state crime lab is so backed up
that it can take a year and a half to three years to get a fingerprint analysis back. The private crime lab will
cost about $34,000 annually. The MGPD needs to replace its Tasers; this was noted at a prior budget
workshop. Replacing the Tasers will cost $35,000. The MGPD needs to upgrade its in -car video systems
to prepare for body cameras, which Chief Simo believes will become mandatory soon; that will cost
$80,000. The chief said the MGPD would like to start a firearms replacement program, which would
replace officers' firearms so that there would be continuity of weapons and ammunition. Currently, officers
are given certain parameters and then buy their own firearms. He said this program would cost about
$60,000. The MGPD needs $3,500 for protective (high gear) suits, and needs $3,800 for a one-time set-
up fee for document management software to purchase for maintenance of its policy manual, which runs
about 800 pages. The total cost of all of these desired items comes to $216,300, and that money has been
awarded to the MGPD's seized funds account. Mr. Czerwinski thanked Chief Simo for his comprehensive
summary and noted that, even after the expenditure of $216,300, there would still remain $153,000 in that
account. He said he was very excited about the MGPD joining the private crime lab, because it is important
to get evidence analyzed as quickly as possible. The State crime lab does what it can, but the long delays
are very difficult. Using these funds seems appropriate, and it's a better use of the funds than having them
sit in a bank account.
5
Minutes of November 18, 2015. Budget Workshop
Trustee Thill asked if other communities also use the private crime lab. Chief Simo said yes, about 45 other
communities have joined.
Fiduciary Funds
Mr. Czerwinski said that, within this are the pension funds. The CNA Pension Fund is the pension fund for
employees who were hired prior to the Village using IRMA (which was around 2003 or 2004). Employees
were given the option to switch to IRMA; some did and some did not. The summary is on page 80 and the
detail is on page 66. Mr. Czerwinski said the Village has a responsibility to maintain this pension fund just
as it does for the Firefighters Pension and the Police Pension. The tax levy to support this is $550,000
based on actuarial assumptions.
Firefighters Pension Fund (summary on page 82) and Police Pension Fund (summary on page 84):
Mr. Czerwinski said these amounts reflect a mid -point between two actuarial assumptions and are more
than what is mandated by the State. The contribution amount has increased over last year's budget.
Recap
Mr. Czerwinski said the budget as proposed totals $63.68 million, a 0.2% decrease from the 2015 budget of
$63.78 million. It is a "flat" budget but it does include some increases for health care and compensation
(step increases). The department heads did a good job of controlling costs and expenditures to keep this
budget flat. The General Fund, which is for the general everyday operations of the Village, increases 4%
over the 2015 budget ($28.21 million versus $27.08 million). The General Fund Reserves balance at the
beginning of 2016 is anticipated to be $8.18 million; that reflects reserves of 29%. Mr. Czerwinski said that
he and staff are comfortable with these numbers. He explained that he asked the department heads for
three things: what do you need to maintain your budget; how would you enhance your budget; and how
would you expand your budget. This gives him an opportunity to see what the long-term goals are for
each department. He said that will be the Village's philosophy going forward. The department heads were
extremely professional and showed creativity.
Mr. Czerwinski said this budget does not propose any property tax increases. He said the Village has
control over its expenditures, but there are many concerns regarding the impact of Springfield, especially
as to what may or may not happen with the Local Government Distributive funds and the lack of distribution
of gaming revenues, motor fuel tax funds, use fees, and e911 wireless fees. He estimated that, currently,
Springfield is sitting on approximately $400,000 of the Village's money. Trustee Thill asked for an update
on that situation. Mr. Czerwinski said the House Bill was voted on and passed, 115-1-1, but then one of the
representatives asked for a reconsideration of the vote, and everything stopped. Mr. Czerwinski felt that
the representative will ultimately withdraw his request so that the house bill could proceed to the Senate.
However, the Senate does not convene until January 2016. There still remains the fear that the State may
keep a percentage of these funds.
Trustee Thill said the department heads did a fabulous job. He asked the board to consider nudging up the
property tax levy by 2%, because he's heard that Governor Rauner wants to freeze property taxes for two
years. He asked his colleagues if they agreed. Trustee Pietron said he could understand Trustee Thill's
request, but said there are other variables to consider. For example, if property values go up and if more
economic development comes in, there really wouldn't be a need to raise the levy. Trustee Thill wondered if
the Village raised the levy one year, couldn't it lower it the next. Mr. Czerwinski said the Board sets the levy,
so yes, it could be lowered.
6
Minutes of November 18, 2015 Budget Workshop
Mayor DiMaria said he understood where Trustee Thill is coming from, but pointed out that, with a relatively
new Village Administrator and a new Finance Director starting, the Board should give them a chance to
carefully review the Village's revenue and expense situation. He added that the Library, the School districts,
and Park are all increasing their tax levies. The mayor said he'd like to give some "breathing room" to the
residents, especially to the seniors. He said that he, as a trustee, voted for property tax increases when the
time was right, but he did not feel that now is the right time. Mayor DiMaria gave kudos to the department
heads for keeping the budget flat; adding that he did not feel it was prudent for the Village to raise its tax
levy at this point. He noted that Golf School District is proposing a 4.91% increase; District 219, a 3%
increase; District 207, a 2.94% increase; Parkview School, a 2.64% increase; East Maine School District, a
5.34% increase; and the Morton Grove Park District, a 9.06% increase. These are the numbers being
discussed and proposed, and that will be a big hit for our residents. Trustee Pietron commented that, in the
private sector, you try not to raise prices because you don't want to give people the perception that you
charge too much; he wondered, if Morton Grove raised its levy, would it impact our economic development,
giving potential developers the perception that "Morton Grove is too expensive"? He also pointed out that
there was not going to be a cost -of -living increase for social security in 2016.
Trustee Thill said he was concerned that Springfield might keep 25% of what it owes the Village, and that
would be have a big impact on the budget. Mayor DiMaria said that Mr. Czerwinski is looking at that and is
aware of that, but he is still recommending that we not raise our levy.
Trustee Minx noted that the 8700 Waukegan PUD and other economic development might help to bridge
that gap. Mayor DiMaria said that, without a social security COLA increase, and with all the other levy
increases, he really did not want to raise the Village's tax levy because of the impact it would have on
seniors. Trustee Minx added that there will be increases in Medicare and health insurance costs that will
already be affecting seniors. Trustee Thill thanked the Board for the discussion and their consideration of
his request.
Mr. Czerwinski opened the workshop for question.
James Quinn said he was delighted with what the Board is doing regarding pensions, but they are still
under -funded because prior administrations did not contribute enough money to them. He cited an example
of the actuarial recommendation one year being $75,000 and the Village put in $40,000. He said that,
personally, he and his wife are living on their social security, so he would be glad to see no property tax
increase, but said that, at some point, the Village is going to have to do deal with its under -funded
pensions.
Trustee Grear pointed out that the Village increased its contribution 13% for the police pension fund and
9% for the firefighters' pension fund, and the Village has been increasing it every year. The pensions are
currently about 55% funded, and the Board is doing what it can to fund the pensions while keeping the
budget in line. Mr. Czerwinski said that unfunded mandates, such as increasing pension benefits, is one of
problems with pensions and it always comes back to the municipalities. He felt the solution was to look for
smarter ways to do pension plans, for example, to allow the comingling of funds. Mr. Czerwinski said you
can get a lot more for a billion dollars than you can for a million dollars.
Trustee Minx said that many people don't realize how limited the pension plans are in what they can and
cannot invest in. They often lose money when the market goes down and that can't always be recouped.
So taxpayers are paying for those losses....underfunded pension funds aren't always just a consequence of
negligence on the part of a municipal board.
Trustee Pietron said that the decisions the Board makes also affects us as residents. He was happy to say
that economic development is now much more proactive. He said he's been involved with economic
development for about 10 years, and the increased networking that is now occurring is definitely increasing
the probabilities of increased revenue in the future. Mr. Quinn said he appreciated the Board's efforts.
7
Minutesof November 18, 2015 Budget Workshop
Trustee Minx then moved to adjourn to Executive Session to discuss personnel matters. Trustee Witko se-
conded the motion.
Motion passed: 6 ayes, 0 nays.
Tr. Grear aye Tr. Minx
Tr. Ramos Tr. ThiII
Rya
Tr. Pietron a�
Tr. Witko afire
8
MINUTES OF A REGULAR MEETING OF THE PRESIDENT
AND THE BOARD OF TRUSTEES OF THE VILLAGE OF MORTON GROVE
COOK COUNTY, ILLINOIS, HELD AT THE
RICHARD T. FLICKINGER MUNICIPAL CENTER
FEBRUARY 8, 2016
CALL TO ORDER
1 & Village President Dan DiMaria called the meeting to order at 6:00 p.m. in the Trustees'
11. Conference Room and led the Board in the Pledge of Allegiance.
III. Clerk Connie Travis called the roll. Present were: Trustees Bill Grear, Rita Minx, John Pietron,
Ed Ramos, John Thill, and Janine Witko.
IV. EXECUTIVE SESSION
Trustee Minx moved to adjourn to Executive Session to review previous executive session
minutes. Trustee Witko seconded the motion. Motion passed unanimously via voice vote.
The Executive Session began at 6:01 p.m. After a brief discussion, Trustee Grear then moved
to adjourn the Executive Session. The motion was seconded by Trustee Witko and passed
unanimously via voice vote. The Executive Session adjourned at 6:12 p.m.
Trustee Minx moved to recommence the regular Village Board meeting in the Council
Chambers at 7:00 p.m. Trustee Pietron seconded the motion which passed unanimously
via voice vote.
RECONVENE MEETING
Village President Dan DiMaria reconvened the meeting at 7:00 p.m. and led the assemblage
in the Pledge of Allegiance, after which Clerk Travis called the roll.
V. APPROVAL OF MINUTES
Regarding the Minutes of the January 25, 2016 Regular Board Meeting, Trustee Minx
moved to approve the Minutes as presented, seconded by Trustee Thill. Motion passed
unanimously via voice vote.
Minutes of February 8, 2016 Board Meeting
VI.
1. Swearing In Ceremony for New Fire Lieutenant William Paces
a. Fire and Police Commission Chair Michael Simkins asked Mayor DiMaria and Trustee Thill, the
Fire Department's trustee liaison, to join him at the podium. Mr. Simkins said he was proud that
Will is being promoted to Lieutenant, noting that Will has been an exemplary firefighter and has
been integral in the training of many firefighters in our area. Mr. Simkins then gave a brief
background on Will.
SPECIAL REPORTS
b. Will began his career in the fire service with Morton Grove in 2002 as a firefighter, and during
his 14 years in the fire service, he has obtained numerous certifications. These include
Advanced Technician Firefighter, Fire Officer 2, Instructor 2, Technical level certifications in
all technical rescue disciplines, and FEMA certifications as a Logistics Specialist and Disaster
Technical Search Specialist.
c. Mr. Simkins said that, in addition to his duties with the MG Fire Department, Will serves as the
Deputy Director for the MABAS Division 3 Technical Rescue Team, as the Technical Rescue
Training Coordinator for the NIPSTA Training Academy, and a Technical Search Specialist with
the Illinois Task Force 1 Urban Search and Rescue Team.
d. Will is married and looks forward to serving the Village for many years to come and continuing
the traditions of the MGFD which have made it such a great place to work.
e. Mr. Simkins performed the swearing in and the assemblage applauded Morton Grove's newest
fire lieutenant.
f. Fire Chief Tom Friel, noting that the fire service is "200 years of tradition unhampered by
progress," said that one of the traditions is that when a firefighter transitions from a field fire
officer to a front line officer, he receives a red helmet with a white shield, so he can be
distinguished at a fire scene. Deputy Chief Mitchell presented Lt. Paces with a red helmet
with a white shield, upholding this tradition.
VII.
PUBLIC HEARINGS
NONE
VIII. RESIDENTS' COMMENTS (Agenda Items Only)
NONE
IX. PRESIDENT'S REPORT
1. Mayor DiMaria said that a postcard would be going out to all residents to encourage them to
sign up for the Village's emergency notification program. The postcard will be branded with the
Village's new logo and tag line. Mayor DiMaria said the emergency notification program is a
quick and effective way for the Village to "get the word out" in emergency circumstances, such
as the recent water main break which resulted in a boil order for a segment of the community.
2
IX.
Minutes of February8, 2016 Board Meeting
PRESIDENT'S REPORT (continued)
2. Mayor DiMaria said that, beginning the week of March 14th, the Village will begin mailing notices
regarding vehicle sticker and animal license renewals. People can renew online or by mailing in
the renewal form, or they can take care of renewing their Village stickers at the front counter of
Village Hall. Mayor DiMaria said that the renewal notice will also feature the Village's new look.
Regarding infrastructure, the Village is about 30 days into a 90 -day evaluation period with
3. some traffic safety mitigation and parking solutions on the 8700 block of Narragansett and the
9100 block of Luna. So far, all indications are positive.
Mayor DiMaria said the Village is keeping a vigilant eye on news regarding the Zika virus. The
Village is taking its lead from the Cook County Health Department. Their current recommenda-
tion is supported and based upon the Illinois Dept. of Public Health and the U.S. Center for
Disease Control (CDC), with an alert to the public of the potential to contract the Zika virus while
traveling abroad. If additional local notification is advised by Cook County, a unified message,
with all the jurisdictions having a unified approach to any communication, will be made. At this
point, the Village is on hold relative to the release of information locally.
Mayor DiMaria noted that he had recently visited Madison School and spent some time reading
to and interacting with first- and second -graders. He thanked the school and the children for
their hospitality, commenting that doing such activities is "the best part of this job."
Mayor DiMaria reminded the assemblage to support Morton Grove Days by going to Dengeos
on February 23 between 10:00 a.m. and 10:00 p.m. and mentioning "Morton Grove Days" or
"Morton Grove Fireworks." Dengeos has promised to donate 20% of its proceeds from all
dine -in, phone-in, and carry -out customers
X. CLERK'S REPORT
Clerk Travis had no report.
XI. STAFF REPORTS
A. Village Administrator:
1. Village Administrator Czerwinski distributed samples to the Board of the emergency notification
postcards Mayor DiMaria had referenced and noted that residents can also sign up for the
Village's electronic newsletter, which comes out more frequently than the hard copy of the
newsletter.
2. Mr. Czerwinski said that the Morton Grove Foundation's "Taste" event would take place on
March 3rd. Tickets are available at Village Hall.
Mr. Czerwinski reminded the assemblage that the next Neighborhood Outreach was scheduled
for March 16th and would likely be held at Austin Park. He said he hoped it would be well
attended, as these events have been thus, because they're a great opportunity for residents
to interact with their elected officials and Village staff.
3
Minutes of February 8, 2016 Board Meeting
XI.
STAFF REPORTS (continued)
3. As Mayor DiMaria alluded to in his report, Mr. Czerwinski commented that the Police Chief has
the power to do 90 -day trial periods for proposed solutions to traffic, parking, and safety
problems. There are two areas in town where this is currently taking place: the 8700 block of
Narragansett and the 9100 block of Luna.
Parking has been modified on the 8700 block of Narragansett to help out businesses there
by relocating commuters parking in the area. On the 9100 block of Luna, residents had some
safety concerns, so a trial period is taking place to see if the proposed solution alleviates those
concerns. Mr. Czerwinski encouraged residents to bring traffic safety and parking forward to his
office or the Police Department. He said that, if there's something the Village can do to allay
those concerns, it will be done, or we'll explain to residents why it can't be done.
B. Corporation Counsel:
Corporation Counsel Liston had no report.
XII.
A. Trustee Grear:
TRUSTEES' REPORTS
Trustee Grear had no formal report, but encouraged everyone to come to the Taste on
March 3rd. Tickets are $30 each and raffle tickets are $10 each or three for $25.
B. Trustee Minx:
Trustee Minx had no report.
C. Trustee Pietron:
1. Trustee Pietron presented Resolution 16-09, Authorizing the Annual Memorial Day Parade
and Closure of Dempster Street.
a. He explained that the Illinois Department of Transportation (IDOT) requires the Village to adopt
an ordinance approving the closing of Dempster Street and authorizing the Village Engineer to
file an application through IDOT for the closing of Dempster Street from 12:30 p.m. to 4:30 p.m.
on Sunday, May 29, 2016, for the annual Memorial Day Parade. The Parade is a Morton Grove
tradition, and each year a resolution is developed authorizing the parade and assuming full
responsibility for the direct, protection, and regulation of traffic during the time the detour is in
effect, and all liabilities for damages of any kind occasioned by the closing of this state route.
Trustee Pietron moved, seconded by Trustee Thill, to approve Resolution 16-09.
Motion passed: 6 ayes, 0 nays.
Tr. Grear aya Tr. Minx ave
Tr. Ramos ay.2 Tr. ThiII a�
Tr. Pietron a�
Tr. Witko atie
4
Minutes of February 8, 2016 Board Meeting
XII. TRUSTEES' REPORTS (continued)
C. Trustee Pietron: (continued)
2. Next, Trustee Pietron presented Resolution 16-10, Authorizing the Purchase of Two 2016
Ford 4x4 F-250 XL Trucks Through the North Suburban Purchasing Cooperative
Procurement Program.
a.
b.
He explained that, as a member of the Northwest Municipal Conference (NWMC), the Village
takes advantage of the Conference's competitive bidding process known as the Suburban
Purchasing Cooperative Procurement Program. This is a joint purchasing program for local
government agencies representing 143 municipalities.
This resolution will authorize the purchase of two 2016 4x4 Ford F-250 XL pickup trucks from
Currie Motors of Frankfort, Illinois. The trucks will replace a 1995 Chevrolet van and a 2003
Ford F-250 pickup truck used by the Water/Sewer Department.
The new pickup trucks will cost $66,280.
Trustee Pietron moved to approve Resolution 16-10, seconded by Trustee Witko.
Motion passed: 6 ayes, 0 nays.
Tr. Grear aye Tr. Minx aye
Tr. Ramos gyg, Tr. ThiII aye
Tr. Pietron aye
Tr. Witko aye
3. Trustee Pietron then presented Resolution 16-11, Authorization to Execute an Agreement
With U.S. Forestry Service for a Federal Financial Assistance Grant to Plant Trees.
a. He explained that the Village has an annual program to plant trees in the rights-of-way and on
Village property to replace trees lost to disease and development, based on available funding.
The Village applied for and has been awarded a Federal Financial Assistance Grant to
purchase and plant trees in the rights-of-way and on Village property to replace trees lost to
the emerald ash borer infestation, to decrease soil erosion, increase the absorption of rainfall,
and decrease the leaching of pollutants.
The grant is in the amount of $50,000 and requires the Village to contribute an additional
$13,000 (which is allocated in the 2016 adopted budget). This resolution will approve the
Federal Financial Assistance Award Grant and is required in order for the Village to receive
the grant funds. The work is scheduled to begin in May of 2016.
Trustee Thill asked Director of Public Works Andy DeMonte to tell Bil Burns "thank you" for
chasing down this grant and making it happen. Trustee Thill said it "made his day!"
Trustee Pietron moved, seconded by Trustee Minx, to approve Resolution 16-11.
Motion passed: 6 ayes, 0 nays.
Tr. Grear aye Tr. Minx aye Tr. Pietron a rhe
Tr. Ramos aye Tr. ThiII aye Tr. Witko aye
b.
5
Minutes o
February8, 2016 Board Meeting
XII. TRUSTEES' REPORTS (continued)
C. Trustee Pietron: (continued)
4. Trustee Pietron brought forward Resolution 16-12, Authorizing the Execution of a Contract
With Acres Group for the 2016 Tree Planting Program.
a. He explained that the Village has an annual program, dependent on funding appropriations, to
plant trees within the Village's rights-of-way and property. Public Works believes it is more cost-
effective to hire a contractor to furnish and plant those trees.
b.
c.
The Village solicited bids for the purchase and planting of 190 trees to be planted on Village
property and rights-of-way. Acres Group was the low bidder in the amount of $36,465. Village
staff has verified the contractor's qualifications and grant funds will be used to pay for this work.
The remaining funds from the $50,000 grant and $13,000 Village match will be used to
purchase trees directly from a nursery which will then be planted by Public Works' crews.
Trustee Pietron said the estimated contract value is $36,465 for this portion of the 2016 Tree
Planting Program, but, since this is a unit price contract, the final contract amount will be based
on the actual quantity of work performed.
Trustree Pietron moved to approve Resolution 16-12, seconded by Trustee Minx.
Motion passed: 6 ayes, 0 nays.
Tr. Grear Tr. Minx ay2
Tr. Ramos a rhe Tr. Thill gyp.
Tr. Pietron aye
Tr. Witko ay2
5. Lastly, Trustee Pietron presented Resolution 16-13, Authorizing the Execution of a Contract
With Landscape Concepts Management, Inc. For the 2016 Tree Trimming Program.
a. He explained that the Village has an annual program, dependent on funding appropriations, to
trim trees within the Village's rights-of-way and property. Public Works considers it more cost-
effective to hire a contractor to trim the trees. This contract was bid through a public process
and Landscape Concepts Management, Inc. was the low bidder in the amount of $25,201.29.
Trustee Pietron said that, since this is a unit price contract, the final contract amount will be
based on the actual quantity of work performed.
Trustee Pietron moved, seconded by Trustee Ramos, to approve Resolution 16-13.
Motion passed: 6 ayes, 0 nays.
Tr. Grear a rLe Tr. Minx
Tr. Ramos Tr. ThiII
D. Trustee Ramos:
Trustee Ramos had no report.
Eyff
Tr. Pietron ay2
Tr. Witko ays
6
XII.
E. Trustee Thill:
Trustee Thill had no report.
F. Trustee Witko:
Trustee Witko had no report.
XIII.
Minutes of February 8, 2016 Board Meeting
TRUSTEES' REPORTS (continued)
OTHER BUSINESS
NONE
XIV. WARRANTS
Trustee Ramos presented the Warrant Register for February 8, 2016, in the amount of
$1,558,368.98. He moved that the Warrants be approved as presented. Trustee Thill
seconded the motion.
Motion passed: 6 ayes, 0 nays.
Tr. Grear gyg Tr. Minx
Tr. Ramos aye Tr. ThiII
gyt
XV. RESIDENTS' COMMENTS
NONE
Tr. Pietron Lye
Tr. Witko Eys
XVI. ADJOURNMENT
Trustee Minx moved to adjourn the meeting, seconded by Trustee Pietron.
Motion passed: 6 ayes, 0 nays.
Tr. Grear ayg Tr. Minx ayfe
Tr. Ramos Ie Tr. Thill ayfe
The meeting adjourned at 7:22 p.m.
Tr. Pietron aye
Tr. Witko Eys
Minutes of February 8, 2016 Board Meeting
PASSED this 22nd day of February, 2016.
Trustee Grear
Trustee Minx
Trustee Pietron
Trustee Ramos
Trustee Thill
Trustee Witko
APPROVED by me this 22nd day of February, 2016.
Daniel P. DiMaria, Village President
Board of Trustees, Morton Grove, Illinois
APPROVED and FILED in my office this 23rd day of February, 2016.
Connie J. Travis, Village Clerk
Village of Morton Grove, Cook County, Illinois
Minutes by: Teresa Cousar
8
Village of Morton Grove
Department of Community Development
To: Village President and Board of Trustees
From: Ronald Farkas, Chairperson, Plan Commission
Nancy Radzevich, AICP, Community and Economic Development Director
Dominick A. Argumedo, AICP, Zoning Administrator/Land-Use Planner
Date: February 1, 2016
Re: Plan Commission Case PC15-09: 8700 Waukegan, LLC., request for a
Mixed Use Planned Unit Development (PUD) comprised of a 7 -story, 184
unit residential structure and a 14,000 sq. ft. single -story commercial
structure on a 2.8 acre parcel of land, in accordance with Section 12-6 of
the Morton Grove Unified Development Code (Ord. #07-07) at 8700
Waukegan Road, Morton Grove, IL
Commission Report
Public Notice
The Village provided public notice of PC 15-09 for the January 18, 2016 Pian Commission public
hearing in accordance with the Unified Development Code. The Chicago Tribune published the
public notice on December 28, 2015, and the Village mailed letters notifying surrounding
property owners on December 24, 2105 and a public notice sign was placed on the subject
property from January 6, 2015 through January 18, 2016.
Overview of the Application
8700 MG LLC, the applicant and property owner, is seeking approval of a Mixed Use Planned
Unit Development (PUD) consisting of two buildings: a 7 -story, 184 unit residential structure
and a 14,0001 sq. ft. single -story commercial building. The existing 1 -to -2 story, 61,985 sq. ft.
office building would be demolished. Proposed site improvements include the creation of 327
on-site parking spaces2 (garage and surface lot) new landscaping, and reconfiguration of and
improvements to the shared access driveway, to the south, to improve traffic flow and access
for both the 8700 Waukegan Road and abutting Morton Grove Estates condominium
development. The 2.8 -acre subject property is located on the west side of Waukegan Road just
south of Dempster Street.
The Unified Development Code allows for Planned Unit Developments in the C1 District on
properties greater than 1 -acre and allows for the Village Board to grant waivers for PUDs
related to setback, height, density, floor area ratio (FAR), off street parking and loading,
screening, lighting, signage, and subdivision design standards.
Although the submitted application states that commercial building will be 14,680 sq., slight modifications to the site plan
during the development review process, specifically to address comments and recommendations by staff, Appearance
Commission, and/or Traffic Safety Commission, has resulted in a reduction of the size of the commercial building to down to
14,000 sq.
2 Although the submitted application states there will be a total of 342 parking spaces, slight modifications to the site plan during
development, specifically to address accessible sparking spaces and reduced commercial building, has resulted in an overall
reduction in the number of total parking spaces
Plan Commission Board Report - February 1, 2016
PC #15-09: 8700 Waukegan Road
As part of their PUD application, the applicant is seeking variations and/or approvals to/for the
following dimensional, bulk and parking requirements:
1. Waiver to the 5 ft. required side yard setback (Section 12-4-3:E) on the south side of
the property to allow for an 2.75 ft. setback for a portion of the residential building;
2. Waiver to the maximum 40 ft. building height (Sec. 12-3-5:C) to allow for a residential
building height of 77 ft.;
3. Waiver to the maximum Floor Area Ratio (FAR) of 2.0 (Sec. 12-4-3:E) to allow for a FAR
of 2.55;
4. Waiver to one (1) required loading berth per 10,000-100,000 sq. ft. in commercial space
(Sec. 12-7-4:I) to allow for no loading berth; and
5. Request to establish the number of parking spaces for the Mixed -Use PUD at 333 overall
parking spaces: 327 on-site spaces + 6 shared spaces (Sec. 12-7-3:B)
January 18, 2016 Public Hearing
Ms. Nancy Radzevich, Director of Community and Economic Development, introduced the case
and summarized the Plan Commission staff report dated January 12, 2016, which was entered,
in it's entirety, into the public record. (Attachment 1)
The 8700 MG, LLC development team was sworn in: Timothy Grogan, representing the owner,
8700 MG, LLC, and the developer Heartland Real Estate Partners, LLC which is wholly owned by
Equibase Capital Group, LLC; Arden Freeman, Built Form Architecture, architect; William
Woodward, KLOA, Inc., traffic engineer; John Cerbus, Pearson Brown & Associates, civil
engineer; and Sharon Dickson, Dickson Design Studio, landscape architect.
Timothy Grogan began the presentation with a history of the 8700 mixed-use project that has
been in conceptual development for 2 1/2 years. He stated the existing 8700 Waukegan Road
office complex has operated with a general occupancy rate of 40-60 %. Seeking to maximize
the site's development potential, the owners began to explore a total redevelopment of the
property especially as the property lay within the Dempster/Waukegan TIF boundary. At the
outset of their development exploration process they hired Tracy Cross and Associates, a
market research company, to analyze the property's commercial, retail, and the residential
potential. Their analysis supported the concept for the proposed 7 story residential building with
one-story retail mixed use PUD that is currently before the Plan Commission.
Mr. Grogan started his presentation by addressing the key concern of the Morton Groves
Estates Morton Grove Estates/Grove Manor Condominiums ("Morton Grove Estates") to the
south, the potential impact of the development on the shared driveway at the south of the
proposed 8700 Waukegan development. Mr. Grogan provided an overview of the steps his
team has taken to try to alleviate the concerns of Morton Grove Estates. Mr. Grogan stated that
he was working on an agreement between his team and Morton Groves Estates, and upon
completion of this project, he's suggesting they form an association to share in the cost of snow
removal, landscaping and maintenance of the shared driveway. These responsibilities and
associated costs are currently the full responsibility of the Morton Grove Estates owners.
In addition, after meetings with residents from Morton Grove Estates, Mr. Grogan stated their
team designed the mixed-use development to minimize the impact of the proposed residential
2
Plan Commission Board Report - February 1, 2016
PC #15-09: 8700 Waukegan Road
As part of their PUD application, the applicant is seeking variations and/or approvals to/for the
following dimensional, bulk and parking requirements:
1. Waiver to the 5 ft. required side yard setback (Section 12-4-3:E) on the south side of
the property to allow for an 2.75 ft. setback for a portion of the residential building;
2. Waiver to the maximum 40 ft. building height (Sec. 12-3-5:C) to allow for a residential
building height of 77 ft.;
3. Waiver to the maximum Floor Area Ratio (FAR) of 2.0 (Sec. 12-4-3:E) to allow for a FAR
of 2.55;
4. Waiver to one (1) required loading berth per 10,000-100,000 sq. ft. in commercial space
(Sec. 12-7-4:I) to allow for no loading berth; and
5. Request to establish the number of parking spaces for the Mixed -Use PUD at 333 overall
parking spaces: 327 on-site spaces + 6 shared spaces (Sec. 12-7-3:B)
January 18, 2016 Public Hearing
Ms. Nancy Radzevich, Director of Community and Economic Development, introduced the case
and summarized the Plan Commission staff report dated January 12, 2016, which was entered,
in it's entirety, into the public record. (Attachment 1)
The 8700 MG, LLC development team was sworn in: Timothy Grogan, representing the owner,
8700 MG, LLC, and the developer Heartland Real Estate Partners, LLC which is wholly owned by
Equibase Capital Group, LLC; Arden Freeman, Built Form Architecture, architect; William
Woodward, KLOA, Inc., traffic engineer; John Cerbus, Pearson Brown & Associates, civil
engineer; and Sharon Dickson, Dickson Design Studio, landscape architect.
Timothy Grogan began the presentation with a history of the 8700 mixed-use project that has
been in conceptual development for 2 1/2 years. He stated the existing 8700 Waukegan Road
office complex has operated with a general occupancy rate of 40-60 %. Seeking to maximize
the site's development potential, the owners began to explore a total redevelopment of the
property especially as the property lay within the Dempster/Waukegan TIF boundary. At the
outset of their development exploration process they hired Tracy Cross and Associates, a
market research company, to analyze the property's commercial, retail, and the residential
potential. Their analysis supported the concept for the proposed 7 story residential building with
one-story retail mixed use PUD that is currently before the Plan Commission.
Mr. Grogan started his presentation by addressing the key concern of the Morton Groves
Estates Morton Grove Estates/Grove Manor Condominiums ("Morton Grove Estates") to the
south, the potential impact of the development on the shared driveway at the south of the
proposed 8700 Waukegan development. Mr. Grogan provided an overview of the steps his
team has taken to try to alleviate the concerns of Morton Grove Estates. Mr. Grogan stated that
he was working on an agreement between his team and Morton Groves Estates, and upon
completion of this project, he's suggesting they form an association to share in the cost of snow
removal, landscaping and maintenance of the shared driveway. These responsibilities and
associated costs are currently the full responsibility of the Morton Grove Estates owners.
In addition, after meetings with residents from Morton Grove Estates, Mr. Grogan stated their
team designed the mixed-use development to minimize the impact of the proposed residential
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Plan Commission Board Report - February 1, 2016
PC #15-09: 8700 Waukegan Road
and commercial traffic on the shared driveway. For example, all operational traffic for the mixed
use development, such as delivery, garbage, and loading trucks, would be encouraged to use
the north limited access point to access the site. Mr. Grogan also emphasized that the
businesses in the commercial space are anticipated to be small retail businesses. These
businesses will have small deliveries capable of being accepted to the rear of the building. He
also noted this is why the loading dock variance is being requested.
Mr. Grogan informed the commission that they had considered increasing the shared driveway
access way from 2 lanes to a 3 lane at the exit/entrance, to alleviate some queuing of cars.
However, that would have eliminated additional parking spaces, which was a concern of some
of the abutting residents. Any changes to the curb cuts would need to be approved by the
Illinois Department of Transportation (" IDOT").
Mr. Grogan discussed another concern of the Morton Grove Estates —their parking garage has a
steep ramp that leads right to the shared driveway. When conditions are icy and snowy,
residents must increase speed to climb the ramp and exit the garage causing potential conflicts
with the two-way traffic on the shared driveway and potential vehicles that may be parked
across the way. He noted the proposed site improvements eliminate the existing parking spaces
opposite that garage access point. In addition, the additional stop signs and signals are
proposed to help reduce the potential vehicular conflict points along the shared driveway.
Mr. Grogan noted the elimination of the number of shared parking spaces is also a concern of
the abutting residents. Currently, the spaces along the shared driveway are used for 8700
Waukegan Road businesses during the day and Morton Grove Estates residents and visitors in
the evening. In order to address this concern, Mr. Grogan has offered to designate the current
shared parking spaces on the south side of the shared driveway for exclusive use by Morton
Grove Estates. Finally, Mr. Grogan noted that during construction, a temporary fence would be
put up to prevent construction vehicles from using the shared driveway - all construction traffic
will enter from the north limited access point.
Chairperson Farkas asked Mr. Grogan how certain he was that the shared easement was
perpetual and runs with the land. Mr. Grogan stated he was 100% certain; and referred the
Commissioners to the copy of the recorded easement included in the application.
Mr. Arden Freeman, the Project Architect, continued the presentation and reviewed the
proposed residential and commercial buildings elevations. The buildings would be dad with
glass, brick, and nichiha fiber cement panels. The first two floors include the parking garage
and main lobby and management offices, which will be two story high spaces. The third level
will have 37 units with a fitness center and central outdoor area with a dog walk, lounging and
active recreation areas and grills. Residential units will continue on floors four through seven.
The seventh floor will also have another outdoor area with grills, lounging area, and a fire table.
The outdoor areas are still in design phase.
Commissioner Shimanski asked about the slope of the parking garage ramps. Freeman noted
the slope was 8%. Shimanski also asked how the mix of units was developed. Grogan replied
the mix was developed from the market research study.
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Plan Commission Board Report - February 1, 2016
PC #15-09: 8700 Waukegan Road
Commissioner Shimanski also asked for clarification on the FAR calculations — he noted that it
did not appear accurate. Mr. Freeman, during the meeting, did a preliminary recalculation of
the FAR and concurred that the 3.31 FAR on the submitted plans was not correct. His
preliminary recalculation indicated it was actually much lower around 2.5. He stated he would
do a more formal recalculation prior to final approval, but the requested waiver would be closer
to 0.5. (After the meeting, as directed by the Commission, the Architect confirmed the final
requested FAR is 2.55).
Commissioner Blonz asked if the development would utilize any environmental features in its
construction. Freeman stated that all of the current energy code standards have been met and
there will be high efficient air conditioning and furnaces. Commissioner Shimanski noted that
meeting current building code requirements is just shy of LEED certification.
Mr. John Cerbus, civil engineer, provided an overview of the existing site conditions and utilities
as well as an overview of the submitted preliminary engineering plan.
Commissioner Gabriel asked if the parking area would be used for stormwater retention. Brown
replied that there would be no surface storage; all the stormwater will be directed to an
underground vault. Commissioner Blonz asked if the drainage for the property would go to the
existing sewer or if the property would be regraded. Brown stated a new drainage system
would be installed and that the site would be regraded and directed to the underground vault.
William Woodward, traffic engineer, reviewed the proposed site plan pursuant to the access
driveways, circulation and parking. He reiterated the site would continue to be served by two
existing access points off of Waukegan Rd. The northern access is restricted to right -turn -in,
right -turn -out. The south access is a full access driveway providing one lane in and one lane out
under stop sign control.
Mr. Woodward noted that the conducted traffic study determined that in the afternoon, a queue
of four vehicles exiting from the shared driveway is probable. The study, however, calculated
that there are enough gaps in the traffic flow along Waukegan road to allow cars to exit the
development. As part of their traffic study, they also examined the projected volume of traffic
that would be generated by the retail uses on weekdays and Saturday and the result was low.
Mr. Woodward discussed the proposed parking plan. The site includes 51 commercial parking
spaces, and 276 for residential, of which 237 are in the garage and 39 are outside, on the north
side of the building. Using the Institute of Transportation Engineers (ITE) standards, the
proposed parking to bedroom ratio, 276 spaces for 258 total bedrooms, exceeds the ITE
standard of a recommended 1 to 1 parking space to bedroom ratio. In addition, he noted that
the 51 commercial spaces can be used by the residents after business hours. He then
responded to some of the questions and comments raised by the Traffic Safety Commission and
Village Engineer. He noted the site circulation plan has been designed for all types of
emergency vehicles and trucks, that off-site snow removal would be utilized, crosswalks have
been added to connect retail to residential buildings, and stop sign controls will be utilized.
Commissioner Blonz stated his inclination that there is not enough adequate visitor parking.
Grogan said there will be 18 surplus parking spaces based on the bedroom to parking spaces
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Plan Commission Board Report - February 1, 2016
PC #15-09: 8700 Waukegan Road
ratio. In addition, when the retail stores close in the evening the 51 -space retail parking lot
would be available for residents.
Commissioner Blonz also asked if the redevelopment of the shopping center to the east of this
property would affect the traffic in this area. Woodward explained that the traffic study was
projected thru the year 2021 based on a regional perspective, but did not specifically include
additional projections for potential redevelopment of the shopping center. Blonz also asked if
there could be an improvement on the shared access to exit onto Waukegan Road. He noted
the traffic study is projecting up to 38 seconds of wait time. Woodward stated there would be a
delay in the traffic exiting from this development, but the capacity analysis does not take into
consideration any gaps in traffic. As such, he believes some of the projected delays included in
the analysis have been overstated. Blonz then inquired about the queue analysis from the
report, which shows a probable queue of 2 cars when earlier in his presentation he stated up to
4 cars at a time could be waiting. Woodward explained morning peak hour and afternoon would
have a 2 -car queue and in the evening there would be a 4 -car queue.
Commissioner Blonz asked for an explanation of the gap study, which shows 197 gaps in one
hour. Woodward explained how the gap study was performed. He also stated gap study takes
into consideration the time it takes the driver to see the gap, react and turn out onto Waukegan
Rd. Looking at the gap where there is one car coming out, and that is immediately followed by
a second car, is how the 197 gaps per one hour is calculated. Woodward further explained the
gap study is separate from the capacity analysis. The capacity analysis is based on the delay
that a vehicle might be experiencing to exit the site. This is based on a single egress lane.
Blonz asked if it's their conclusion that the development is planned in a manner that is
acceptable. Woodward responded the single lane exit will work based on the amount of traffic.
Chairperson Farkas asked for clarification on how the assigned spaces will be differentiated
from the guest spaces at the surface parking lot. Mr. Grogan explained the assigned spaces will
be numbered and others designated as guest parking. Farkas also asked if the 6 -shared
parking spaces south of the commercial building could be removed in order to increase the
access lanes from 2 to 3. Grogan explained IDOT would need to approve the change in access
driveway width and, since the parking spaces are very close to the entrance and exit, some of
the spaces may need to be removed.
Sharon Dickson, the Landscape Architect, reviewed the landscape design for the development,
which will include planters, seasonal flowers, shade trees and evergreens. The third floor
outdoor terrace will have grills, tables, fireplace with seating, putting green, and also will
include perennials and shrubs. All of the units that are on this level will have a separate patio
area that looks out onto this area. The 7th floor outdoor space will have grills, a fire table,
couches, side chairs, and private areas.
Commissioner Blonz asked how many trees will be added, to replace the 22 trees that are being
removed. Dickson stated they are proposing 35 new deciduous shade trees, which will be 2 V
inch caliper at time of planting.
Mr. Grogan addressed the zoning variations being requested with approval of the PUD. These
include: a 2.75 ft. waiver to the side set back for the residential building along the south; a
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Plan Commission Board Report - February 1, 2016
PC #15-09: 8700 Waukegan Road
request to establish the required parking at 333 total parking spaces; a 37 ft. waiver to the
height requirement, vs. the 35 ft. waiver in the application, to account for increased height for
structural system; and an approximate 0.5 waiver to the FAR (later verified to be 0.55 by the
Architect); and the waiver of the required loading berth for the commercial structure.
Mr. Grogan also reviewed the unit mix as shown in the submitted application — unit types
include studio, 1 bedroom, and 2 bedroom -plus -den units. The rent, based on a 2015 market
range, will range from $1400 to $2500 a month.
Mr. Grogan also reviewed the proposed project schedule. The plan is to begin demolition in
February or March 2016. Vertical construction will begin in May. Once the residential structure is
completed, the construction on the retail building will begin. The projected delivery is not until
August of 2017. They expect stabilization, when the project will be 95% occupied, will be in
May of 2018.
Commissioner Blonz expressed concerns about lighting levels on the west side of the site.
Grogan stated they will address these on the final lighting plan and shields can be added to
prevent any impacts on abutters.
Commissioner Blonz noted that for PUD's, additional allowances are typically granted in return
for a public good; he asked what public benefits the Village would receive from this proposal.
Mr. Grogan stated this project will be a significant improvement over the present building and
their investment in the redevelopment of this site will bring new vitality to this area and
hopefully will spur additional redevelopment in this area.
Chairperson Farkas asked how many units are in the Morton Grove Estates Condominium
development. Idelle Peaceman, the President of the Homeowners Association, stated that there
are 258 units.
Chairperson Farkas asked if there was anyone present that wanted to be heard on this case.
Ms. Peaceman stated she does not believe the traffic study accurately reflected the existing
situation. She stated there is already a waiting period of up to 1 1/2 minutes mid-day for cars
that wants to make a left hand turn out onto Waukegan Road. She also noted that there are
three access ways from their condo development: the one at the south, allows right turns only,
and other two allow both north and south bound turns. She suggested there needed to be
adjustments made to this traffic study.
George Spridakos, resident from 8640 Waukegan Rd, stated his concern with the elimination of
parking on the north side of the shared driveway. He believes the design of the development
limits the available parking and will create a problem for the residents in the building. He stated
the condo board would be seeking legal advice on the changes to the shared property/parking.
Michael Ger, 8721 National, Niles, spoke. Previous to the hearing, he submitted a letter to the
Pian Commission. He summarized his letter as he stated that the proposed development would
not be beneficial to the neighbors. His noted concerns about the height of the building, as he
believes it will block sunlight on his property and affect his privacy. He also stated that the
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Plan Commission Board Report - February 1, 2016
PC #15-09: 8700 Waukegan Road
proposed fence that would deny him direct access to the 8700 Waukegan property. He noted
that he cannot remove his 16 ft. kayak or his garbage cans out of his back yard unless he uses
this back gate. Mr. Ger wanted to know how this proposed development will promote the health
safety & welfare of the Village. Mr. Ger also questioned who would be responsible for the
removal of snow and leaves between the their fence and the new fence. Mr. Ger stated there
was a sewer backup several years ago and expressed concerns this development will impact the
sewers.
Mr. Grogan acknowledged that there is an existing fence along the neighboring properties to
the west with several gates for pedestrian to exit to the east. However, there is no easement
that specifically allows those residents to access his property. He explained that adding the solid
fence would be a safety measure to prevent people from walking out onto the emergency
access driveway.
Ted Abel, 8770 National, Niles, stated there is a 4 ft. easement in the back of the property for
utilities. Com Ed was just there and trimmed trees in the back of the property. He's concerned
that if a new fence goes up, the utility company will not be able to access this area. Without
the gates for pedestrians, they would have to drive over a mile access to businesses along
Waukegan and Dempster. Mr. Grogan again stated that no such easement is shown on their
plat of survey.
Natasha Dubov, 8640 Waukegan Rd, asked what the maximum permitted density is for this site.
Chairperson Farkas stated there is no maximum density limit in Morton Grove. Dubov expressed
concern that the driveway access would be taken away from the residents to the south and
about traffic impacts during construction. Dubov continued by stating that they believe up to
400 vehicles will be using this driveway and this is not acceptable. She also expressed concerns
that the parking spaces along the south side of the shared driveway will be used by the new
residents, even if they are supposed to be dedicated to the Morton Grove Estates residents.
Dubov asked what type of tenants are anticipated in this development and stated that they
believe the property taxes for their condo building will go up due to this rental property.
Tamara Solok, 8630 Waukegan, stated that not all the residents in her building were notified of
the meetings and submitted a petition signed by 22 owners of condominiums in the Morton
Grove Estates development. The petition expresses concern with the density of the
development and potential parking and traffic problems.
George Chifchiev, 8723 National, Niles, stated that his building is in a unit on the northeast
corner of the subdivision of Chesterfield Estates. He expressed concern about the new fence, as
they would no longer have access out onto the 8700 Waukegan Road property, which he
believes to be important for emergency purposes. He also expressed concerns with the height
and separation distance between the new building and his residence.
Chairperson Farkas asked if there were any other members of the public who wanted to be
heard on this case. There was no response. Farkas allowed Mr. Grogan an opportunity to
respond to some of the questions.
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Plan Commission Board Report - February 1, 2016
PC #15-09: 8700 Waukegan Road
Mr. Grogan responded to the comment of reduction in the number of parking spaces along the
shared access driveway by stating the proposed improvements were directly in response to
their concerns about being able to safely exit their parking garage. He stated that the parking
spaces across from their driveway can be added back in. Grogan reiterated that their offer to
make improvements to the shared driveway and parking area and to begin to share in the
expenses for maintenance, snow removal, etc. is being offered voluntarily. He went on to say
that he still believes they can mutually come up with a solution that works for both property
owners. He also stated that a third lane can be added to the shared driveway entrance/exit, but
reminded that some parking spaces near the entrance will have to be removed. The current
curb cut is 30 ft. wide; IDOT is going to require 36 ft. Any such modifications are ultimately up
to IDOT.
Mr. Grogan addressed the concerns of the new fence potentially blocking the gates in the fence
to the west. From a safety standpoint, he cannot add similar penetrations along his new fence.
He reiterated that there is no easement on the 8700 property for the residents to the west. He
stated that they can investigate possibly adding one access point along the fence to allow their
residents to walk to the new commercial uses a the 8700 Waukegan Road site.
Ms. Radzevich added that the notice for the meeting, per the code is for owners within 250 ft.
This included only the condos within 250 ft. of the site. However, the Village specifically
extended the notification beyond the code requirements to include all the units in the 8620,
8630 and 8640 Waukegan Road buildings.
Mr. Grogan restated that during construction, a fence will separate the sites and construction
trucks will not be using the shared driveway.
Farkas asked the Commissioners for any additional questions. Hearing none, he asked
members to begin their discussion of the application.
Commissioner Blonz stated that based on receipt of his letter, he tried to get onto Mr. Ger's
property, but couldn't because it is one of the middle units in the building. Blonz stated that no
matter what the developer does with the new fence, Mr. Ger's rear yard will continue to be
landlocked and suggested Mr. Ger should work something out with his immediate neighbors to
go through their property get his kayak out. Blonz noted that their gates lead out onto what will
be an emergency lane and believes it would be too dangerous to allow them to have access.
Blonz agreed with the concern expressed by the developer.
Commissioner Gabriel referenced the residents concerns about the potential impact the height
and the location of building will have on sunlight at their properties. Gabriel asked if a
sunlight/shade study had been done. Mr. Grogan stated a shade study had not been prepared.
Ms. Radzevich responded to concerns raised about the location of the building and stated that
the setback of proposed residential structure far exceeds the minimum 5 ft. rear setback
requirement.
Chairperson Farkas asked if there were any other comments. Hearing none, Farkas asked for a
motion to approve this case.
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Plan Commission Board Report - February 1, 2016
PC #15-09: 8700 Waukegan Road
Commissioner Shimanski moved to approve Case PC 15-09 with the recommendations
suggested in the Plan Commission report and all the requested waivers. Commissioner Blonz
seconded the motion.
Commissioner Blonz stated that he had some concerns about guest parking and about the
egress access going northbound on Waukegan Road, but believes these are not
insurmountable. The overall presentation was acceptable and he believes this is a positive move
for the community. He stated that he would vote to recommend approval of the project.
Mr. Grogan responded and said that they could address some of the continuing concerns about
the shared driveway entry/exit width and shared parking by eliminating the south entrance to
the 8700 parking garage.
Commissioners Khan and Gillespie both stated that they believe the applicant had presented a
well-designed project and believe that the applicant and the abutter will be able work out a
solution to address the remaining concerns on the shared access driveway and parking. They
both stated they would vote in support of the project.
Commissioner Gabriel stated that he was still concerned about the impact of the height and
location of the building. He asked how important the retail space was to the success of this
project, suggesting if that were eliminated, the residential building could be moved closer to
Waukegan Road. Mr. Grogan said the loss of the commercial building would hurt the Village
because they are counting on the tax revenue from the retail uses.
Commissioner Gabriel stated that due to the concerns about the height of the building he would
not be able to support this project. He voted against the motion to recommend approval.
Chairperson Farkas stated that he believes the single lane egress on the shared driveway may
cause excessive traffic delays for the residents. He stated he wasn't sure he can support this
project without the additional egress lane added.
Commissioner Shimanski stated that the egress is not going to change the development as a
whole, which would be approved by the PUD, and it's not going to change any of the requested
variances. This is something that could be worked out later and it should not affect the vote at
this hearing. This is something that could be added to the conditions of approval.
Ms. Radzevich added this has been done before with other cases where certain design elements
and associated approvals would need to be resolved as part of the permitting process.
Chairperson Farkas asked how such a condition would be added.
Ms. Radzevich stated that she believes both Commissioners Shimanski and Blonz are on track
with their suggestion that the requested changes to the shared driveway be an additional
condition of approval. IDOT will have to approve any alterations to the driveway entrance/exit —
both in terms of widening the curb cut and the location of the parking immediately adjacent to
the entrance. So will the abutting residents. This can be built into the Commission's
recommendation that the approval be conditioned on the applicant seeking any necessary
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Plan Commission Board Report - February 1, 2016
PC #15-09: 8700 Waukegan Road
approvals from IDOT and the abutting residents to expand the curb cut and add a third access
lane to allow for dedicated left and right hand turns out onto Waukegan. This would need to be
resolved prior to the issuance of building permits.
Chairperson Farkas stated that he was satisfied with this additional condition.
Commissioner Shimanski amended his motion to recommend approval of Case PC 15-09 with
the conditions suggested in the staff report and with the additional condition that the applicant
shall seek all necessary approvals from both IDOT and the abutting residents to widen the curb
cut and reconfigured the driveway entrance, to allow for three access lanes, prior to issuance of
any building permits and recommended approval of all the requested waivers. The amended
motion was seconded by Blonz.
Voting as follows:
Commissioner Khan aye
Commissioner Gillespie aye
Commissioner Blonz aye
Commissioner Gabriel no
Commissioner Dorgan absent
Commissioner Shimanski aye
Chairperson Farkas aye
Motion passed with a vote of 5-1-1
10
ORT oNW �E Village of Morton Grove
MDepartment of Community Development
To: Village President and Board of Trustees
From:
Ron Farkas, Plan Commission Chairperson
Nancy Radzevich, AICP, Community & Economic Development Director
Dominick Argumedo, AICP, Zoning Administrator/Land-Use Planner
Date: February 17, 2016
Re: Plan Commission Case PC 16-01 - Application for a Text Amendment to
Chapter 17 of Title 12 of the Village of Morton Grove Municipal Code (Ord.
#07-07) to modify the definitions for Restaurant uses
COMMISSION REPORT
Public Hearing Notice
The Village provided Public Notice for the February 15, 2016 Plan Commission public hearing for
PC 16-01 in accordance with the Unified Development Code. The Pioneer Press published the
public notice on January 28, 2016. As this request is for a text amendment, not a request for a
specific site, no public notice signs or notification letters were required.
Amendment Background
The Village of Morton Grove Municipal Code (Title 12, Chapter 17) defines Restaurant as, "An
establishment where food is prepared, served and consumed". This definition is written in such
an inclusive manner that it could define a variety of other types of establishments as a
Restaurant. This proposed amendment will not only clarify the general definition of a restaurant
(vs. a bar that serves food), but will also clarify restaurant types, which may require a different
level of review and/or different parking requirements.
Proposed Amendment
Staff proposes the following Amendment to Section 12-17-1 of the Unified Development Code
as follows:
12-17-1: TERMS DEFINED
RESTAURANT: An establishment where food is prcparcd, ,crvcd and
consumed. An establishment whose principal business is the sale of
food and drink that are prepared and served for ready consumption
to the general public, primarily within the principal building. A
restaurant may have an accessory bar area which caters to customers
who are served alcoholic beverages and food, however, kitchen
facilities must remain open during accessory bar hours of operation.
A restaurant where more than SO% of the food and drink sales are
generated from alcoholic beverage sales shall be classified as a "Bar."
RESTAURANT, CARRYOUT: A restaurant whcrc thc majority of thc food or
drink is prcparcd and served for consumption off thc premises An
establishment whose principal business is the sale of food and drink
that are prepared and served for ready consumption to the general
public, of which the maioritv is served for consumption off premises,
and that has no more than eight seats available to patrons for on -
premises consumption
RESTAURANT, DRIVE-IN or DRIVE-THROUGH: A --restaurant where food or
beverages A restaurant or carryout restaurant which is also designed
or intended to enable a customer, without exiting a motor vehicle, to
purchase food and drink for ready consumption either on-site, within
their vehicle, or offsite
• ee •
February 15, 2016 Public Hearing
Dominick Argumedo, Zoning Administrator/Land-Use Planner summarized the case. He advised
the Plan Commission that staff reviewed the definitions of "Restaurant" from the surrounding
communities of Evanston, Park Ridge, Niles, Des Plaines, Skokie, Glenview and Lincolnwood as
well as some other communities around Chicago and other areas of the country. Many
municipalities' definitions, however, were similar to the Village's existing definition or were
excessively cumbersome. Most notably absent from these definitions is the failure to note that
the principal business of a restaurant is the sa/e of food.
Mr. Argumedo also stated that some communities included up to 5 or 6 variations of restaurants
that again seemed needless cumbersome and/or used rigid definitions for restaurants, which
included requirements for non -disposable plates or included conditions on when a customer
paid for their meal and how the food was delivered (self-service versus wait -staff). As the
restaurant industry is ever changing, those characteristics and other operational factors are not
as vital to categorizing a restaurant. In order to cover the key aspects of a "restaurant,"
without overly complicating the definition, staff reviewed numerous definitions to extract the
best concepts for the proposed definitions included in this amendment.
Mr. Argumedo explained the proposed general definition for a Restaurant aims to clarify the use
and distinguish restaurants from bars or taverns that also serve food. First, it defines that a
restaurant's principal business is the sale of food for ready consumption not merely the
preparation and service of food. This definition also brings the restaurant definition into line
with the Village's definition of a "Bar" which in part states that a Bar's "primary function is the
sale of alcoholic beverages to be consumed on the premises...."
Mr. Argumedo stated the proposed Restaurant, Carry -Out definition would be modified to
include a specific limit on the number of seats to further clarify that their primary business is
the sale of food for consumption off premises. Staff noted in researching definitions, many
other municipalities set a limit on the number of seats for carryout restaurants at either 5 or 8.
2
When considering the practical application of this definition, staff looked at two primary aspects.
The first was to ensure that these types of carryout places can be located in smaller tenant
spaces, by right, as their parking demands are typically not as intense as a traditional sit-down
restaurant. Secondly, staff wanted to ensure the zoning definition was consistent with other
building and plumbing code requirements for these types of uses. The Illinois Plumbing Code
requires eating establishments with a combined number of employees and seats greater than
10 to provide separate bathroom facilities for patrons – this not only adds to the build -out
costs, but is also adds to the required amount of ancillary space needed for facilities. In staff's
experience, true carry -out type restaurants typically have a small number of employees
(typically a maximum of 1-2 employees, onsite, at any given time). In limiting the number of
seats to no more than eight (8), these types of restaurants can locate in smaller tenant spaces
with lower build -out costs and provides a greater degree of consistency between the other
codes.
Mr. Argumedo explained the proposed Restaurant, Drive -In definition would be modified to also
include Drive -Through uses. A specific Restaurant, Drive Through use is not currently in the
zoning definitions, even though it is referenced in the generic Drive -Through Facility definition.
This modified definition combines the two auto -related restaurant uses into a single definition.
Currently Drive -Through Facilities require a special use – this proposed change in definition
would not change that requirement.
Finally, in the interest of clarity, staff proposes to eliminate the Restaurant, Sit Down definition.
The main distinction between restaurant types is between those that cater to customers who
consume food on premises and those that cater to customers who consume food off premises.
That distinction has been made through the updated definition of Restaurant, Carty Out.
Public Hearing—Pubic Comment
Chairperson Farkas asked if anyone was present that wanted to be heard on this case. No one
asked to speak.
Public Hearing—Board Discussion and Vote
Chairperson Farkas asked for confirmation that this would not impact existing businesses but be
applied for new businesses applying for permits. Mr. Argumedo stated this is correct.
Chairperson Farkas also inquired how the regulation that a restaurant that generates more than
50% of food and drink sales from alcoholic beverages would be applied, particularly if the
business were to change focus over time. Mr. Argumedo noted that is part of the intent of the
legislation - it is to protect the Village. If a business were to present itself, and be approved, as
a restaurant with the principal business being the sale of food, and through the examination of
tax receipts be found that it meets the definition of a bar, with sales of alcoholic beverages
being more than 50% of its receipts, the establishment would be reclassified as a Bar and need
to be reapproved based on the zoning and parking requirements for a Bar.
Chairperson Farkas also inquired about the addition of Drive Through to the Restaurant, Drive -
In definition. Mr. Argumedo noted that a Drive -Through Facility does exist and would continue
to exist for such uses such as the Drive -Through CVS at the corner of Dempster Street and
Austin Avenue. By adding the Drive -Through definition to the previous auto -centric Restaurant,
Drive -In definition, the Village's zoning code is improved through clarity and consolidating
definitions.
3
Commissioner Gabriel complimented staff on the being proactive in changing the definition, he
noted the new definitions are clear and easy to understand and he looks forward to more
modifications to the zoning code.
Commissioner Gabriel made a motion to recommend approval of PC 16-01 for a Text
Amendment to the Section 12-17-1 of the Unified Development Code (Ordinance #07-07) to
modify the existing definitions for Restaurant; Restaurant, Carryout; and Restaurant Drive -In
and to eliminate the term and definition for Restaurant, Sit -Down as presented.
Commissioner Khan seconded the motion.
Chairperson Farkas called for the vote. The motion passed unanimously (4-0-3; Blonz, Dorgan,
and Shimanski absent).
PC 16-01 Proposed Text Amendments
12-17-1: DEFINITIONS:
RESTAURANT: An—estalatishiftent where food is prcparcd, served and consumed. An
establishment whose principal business is the sale of food and drink that are
prepared and served for ready consumption to the general public, primarily within
the principal building. A restaurant may have an accessory bar area which caters to
customers who are served alcoholic beverages and food, however, kitchen facilities
must remain open during accessory bar hours of operation. A restaurant where
more than 50% of the food and drink sales are generated from alcoholic beverage
sales shall be classified as a "Bar."
RESTAURANT, CARRYOUT:
ccrved for consumption off the premises An establishment whose principal business is
the sale of food and drink that are prepared and served for ready consumption to
the general public, of which the majority is served for consumption off premises,
and that has no more than eight seats available to patrons for on -premises
consumption
RESTAURANT, DRIVE-IN or DRIVE-THROUGH: ^ -'n restaurant
A restaurant or carryout restaurant which is
also designed or intended to enable a customer, without exiting a motor vehicle, to
purchase food and drink for ready consumption either on-site, within their vehicle,
or offsite
4
WHEREAS, our nation's use of energy continues to
detrimental effects on the world's climate; and
WHEREAS, the sustainability of our nation's energy as well as the effects it is having on
the world is a matter of importance to the residents of the Village of Morton Grove now and in
the future; and
WHEREAS, it has been estimated turning off non-essential lights for one hour could save
as much as fifteen percent of the energy consumed on an average Saturday night; and
WHEREAS, these energy savings could reduce carbon emissions into the air, preserve
the natural resources used to produce this energy, and set a positive precedent for our nation,
resulting in ongoing reduced costs for the Village's taxpayers and businesses of Morton Grove;
and
ncrease which is causing
WHEREAS, Earth Hour in an initiative to turn off the lights in cities around the world
for one hour starting at 8:30 pm local time and lasting until 9:30 pm on March 19, 2016, which
will help demonstrate working together each of us can make a positive impact on carbon
dioxide emissions and the world's climate; and
WHEREAS, Earth Hour encourages communities, businesses, and individuals to take
simple steps needed to cut these carbon dioxide emissions; and
WHEREAS, Earth Hour began in 2007 in Sidney Australia where companies,
government departments, families, and individuals turned off non-essential lighting for one
hour at 7:30 pm as a step towards reducing that city's green house gas pollution; and
WHEREAS, participation in Lights Out America — Earth Hour would provide the
residents of the Village of Morton Grove with insights into the impact of light pollution and
allow them to witness first hand the benefits of regulating lighting.
NOW, THEREFORE, I, Daniel P. DiMaria, Mayor of the Village of Morton Grove,
Illinois, do herby proclaim March 19, 2016, as
LIGHTS OUT AMERICA - EARTH HOUR
in Morton Grove by recommending to all its residents and businesses to participate, on a
voluntary basis, and turn off all non-essential lights from 8:30 pm to 9:30 pm on this date.
IN WITNESS WHEREOF, I have hereunto set my hand and
caused to be affixed the s the Village Morton Grove.
a, Village President
Legislative Summary
Resolution 16 - 14
Introduced:
Synopsis:
Purpose:
Background:
Programs, Departments
or Groups Affected
Fiscal Impact:
Source of Funds:
Workload Impact:
Administrator
Recommendation:
First Reading:
Special Considerations
or Requirements:
Respectfully submitted:
Prepared by:
AUTHORIZING THE EXECUTION OF A CONTRACT
WITH PATRIOT PAVEMENT MAINTENANCE, INC.
FOR THE 2016 CRACK SEALING PROGRAM
February 22, 2016
To authorize the Village President to execute a contract with Patriot Pavement
Maintenance, Inc. for the 2016 Crack Sealing Program.
To provide crack sealing services in asphalt and concrete pavements which are part
of the Village's preventative pavement maintenance efforts.
The Village has an annual program, dependent on funding appropriations, to seal
cracks on newly resurfaced asphalt streets and on concrete streets. This work can
delay the onset of pavement deterioration if done at the appropriate time in the life
of the pavement's surface and reduce the life cycle cost of maintaining a street.
This contract was bid through a public process in which the contract was advertised
and sealed bids were received. Ten bid packages were obtained and three bids were
submitted (bid tabulation attached). Patriot Pavement Maintenance, Inc. of Des
Plaines, Illinois was determined to be the lowest responsible bidder. Patriot
Pavement Maintenance's qualifications and availability were verified. The
proposal amount is $1,250 less than the Engineer's Estimate of Cost. The bid
process conformed to the Village's purchasing requirements. This project is
required to comply with the Illinois Prevailing Wage Act.
Public Works.
The estimated contract value is $28,750.00. Since this is a unit price contract, the
final contract amount will be based on the actual quantity of work performed.
Account #025017-552290 — Construction Services
The Public Works Department as part of their normal work activities performs the
management and implementation of the program.
Approval as presented.
N/A
None
Ralph
.L�
DeMon
nski, Villa
Administrator
Reviewed by: j -
e, Director Public Works
Teresa Hoffma Li
Corporation Counsel
RESOLUTION 16-14
AUTHORIZATION TO EXECUTE A CONTRACT WITH PATRIOT PAVEMENT
MAINTENANCE, INC. FOR THE 2016 CRACK SEALING PROGRAM
WHEREAS, the Village of Morton Grove (Village), located in Cook County, Illinois, is a home
rule unit of government under the provisions of Article 7 of the 1970 Constitution of the State of Illinois,
can exercise any power and perform any function pertaining to its government affairs, including but not
limited to the power to tax and incur debt; and
WHEREAS, the 2016 Crack Sealing Program is an annual preventative maintenance program
that can delay the onset of pavement deterioration if done at the appropriate time in the life of the
pavement's surface and reduce the life cycle cost of maintaining a street; and
WHEREAS, the Public Works Department advertised on the Village's website beginning December
29, 2015, inviting bids on the "2016 Crack Sealing Program", and
WHEREAS, the terms of this contract will comply with the Illinois Prevailing Wage Act; and
WHEREAS, the bidding procedures comply with purchasing requirements of Municipal Code Title
1, Chapter 9, Article A, Section 4; and
WHEREAS, ten entities, contractors or suppliers obtained the bidding materials; and
WHEREAS, three bid was received, publicly opened and read at the Public Works Facility at 10:00
a.m. on Friday, January 15, 2016, with the tabulation of bids included in Exhibit "A"; and
WHEREAS, the low bidder is Patriot Pavement Maintenance, Inc. of Des Plaines, Illinois with a
bid amount of $28,750.00; and
WHEREAS, the low bid of Patriot Pavement Maintenance, Inc. is $1,250 less than the Engineer's
Estimate of Cost; and
WHEREAS, the qualifications and availability of the vendor have been verified; and
WHEREAS, funding for the 2016 Crack Sealing Program in the amount of $40,000 is included
in the Village of Morton Grove's 2016 Budget as Account Number 025017-552290 — Construction
Services.
NOW, THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF MORTON GROVE, COOK COUNTY, ILLINOIS AS
FOLLOWS:
Section 1. The Corporate Authorities do hereby incorporate the foregoing WHEREAS clauses
into this Resolution as though fully set forth therein thereby making the findings as hereinabove set
forth.
Section 2. The Corporate Authorities do hereby accept the bid of Patriot Pavement Maintenance,
Inc. in the amount of $28,750.00.
Section 3. The Village President of the Village of Morton Grove is hereby authorized to execute and
the Village Clerk to attest to a contract with Patriot Pavement Maintenance, Inc., 825 Seegers Road, Des
Plaines, Illinois, based upon their bid for the "2016 Crack Sealing Program" in the amount of $28,750.00.
Section 4. The Village Administrator and the Director of Public Works and/or their designees
are hereby authorized to take all steps necessary to implement, supervise, and manage this contract.
Section 5. This Resolution shall be in full force and effect upon its passage and approval.
PASSED THIS 22nd DAY OF FEBRUARY 2016
Trustee Grear
Trustee Minx
Trustee Pietron
Trustee Ramos
Trustee Thill
Trustee Witko
APPROVED BY ME THIS 22s DAY OF FEBRUARY 2016
Daniel P. DiMaria, Village President
Village of Morton Grove
Cook County, Illinois
ATTESTED and FILED in my office
This 23`d DAY OF FEBRUARY 2016
Connie Travis, Village Clerk
Village of Morton Grove
Cook County, Illinois
SKC Construction, Inc.
P.O. Box 503
West Dundee, Illinois 60118
ITEM COST
m
ca
ca
M
y
O
0
C.
Patriot Pavement Maintenance
825 Seegers Road
Des Plaines, Illinois 60016
ITEM COST
UNIT COST
Denier Inc.
19148 5. 104th Avenue
Mokena, Illinois 60448
ITEM COST
8
8
rn
8
UNIT COST
a.
ri
Engineers Estimate
ITEM COST
8
8
o
f F
O
om
Bid Tabulation
Bid Opening: January 15, 2016, 10:00 am.
a
23,000
CORRECTED TOTAL PROPOSAL AMOUNT
AS -READ PROPOSAL AMOUNT
E
a
PAY ITEM DESCRIPTION
CRACK FILLING
F F
Legislative Summary
Resolution 16-15
AUTHORIZATION FOR THE PURCHASE OF ONE (1) 4X4 2016 FORD F-350 XL THROUGH THE
SUBURBAN PURCHASING COOPERATIVE PROCUREMENT PROGRAM
Introduced:
Synopsis:
Purpose:
Background:
Programs, Departments
or Groups Affected
Fiscal Impact:
Source of Funds:
Workload Impact:
Admin Recommendation:
First Reading:
Special Considerations or
Requirements:
Respectfully submitted:
Prepared by:
R.lph
February 22, 2016
As a member of the Northwest Municipal Conference the Village of Morton
Grove takes advantage of the Conference's competitive bidding process
known as the Suburban Purchasing Cooperative Procurement Program. A
joint purchasing program for local government agencies representing 143
municipalities.
To authorize the purchase of one (1) 2016 4x4 Ford F 350 XL truck from
Landmark Ford from Springfield Illinois. This purchase will replace a 1995
Chevrolet 3500 truck used by the Street Department.
The Public Works Department routinely reviews vehicles and equipment for
fuel economy, safety, dependability, age, and excessive repair cost and
replacing or eliminating equipment that no longer meets the department's
needs.
Public Works, and Finance Departments.
The vehicles replaced at this time are in the amount of $45,882
General Funds (025017-57-2010)
The implementation of the program is done as part of the normal operations
of the Public Works and Finance Departments.
Approval as presented.
Not required.
None.
. Czerwinski, village Administrator
Reviewed by:
De Monte, Director of Public Works Teresa Ho ma
Corporation Counsel
RESOLUTION 16-15
AUTHORIZATION FOR THE PURCHASE OF ONE 2016 Ford 4X4 F-350 XL
THROUGH THE NORTH SUBURBAN PURCHASING COOPERATIVE
PROCUREMENT PROGRAM
WHEREAS, the Village of Morton Grove (VILLAGE), located in Cook County, Illinois,
is a home rule unit of government under the provisions of Article 7 of the 1970 Constitution of
the State of Illinois, can exercise any power and perform any function pertaining to its
government affairs, including but not limited to the power to tax and incur debt; and
WHEREAS, the Suburban Purchasing Cooperative representing 143 municipalities
conducted a bidding process for the purchase of one (1) 2016 Ford 4x4 F-350 XL truck with the
low bidder for said purchase being Landmark Ford, 2401 Prairie Crossing Drive Springfield
Illinois 62711; and
WHEREAS, the Village as a member of the Northwest Municipal Conference has
previously utilized the North Suburban Purchasing Cooperative Procurement Program for the
purchases of other vehicles; and
WHEREAS, the Village Board approved the 2016 Adopted Budget on December 14,
2015, as Ordinance 15-26, which included account number 025017-57-2010 which provides
funding for the replacement of machinery and equipment in the amount of $54,000; and
WHEREAS, the description and purchase price for the vehicles is as follows:
2016 Ford 4X4 Regular Cab F-350 XL: $45,882.00
NOW, THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF MORTON GROVE, COOK COUNTY, ILLINOIS AS
FOLLOWS:
SECTION 1: The Corporate Authorities do hereby incorporate the foregoing WHEREAS
clauses into this Resolution as though fully set forth therein thereby making the findings as
hereinabove set forth.
SECTION 2: That only those companies listed and described on this Resolution for the
purchase of one (1) 2016 Ford 4X4 F-350 XL be approved in this Resolution.
SECTION 3: The Director of Public Works and Finance Director of the Village of
Morton Grove are hereby authorized to execute the purchase of one (1) 2016 Ford 4X4 F-350
XL for a total amount of $45,882.00 from Landmark Ford 2401 Prairie Crossing Drive
Springfield Illinois 62711.
SECTION 4: This Resolution shall be in full force and effect from and upon its passage
and approval.
Passed this 22" day of February 2016.
Trustee Grear
Trustee Minx
Trustee Pietron
Trustee Ramos
Trustee Thill
Trustee Witko
Approved by me this 22"d day of February 2016
Daniel P. DiMaria , Village President
Village of Morton Grove
Cook County, Illinois
Attested and Filed in my office
this 23rd day of February 2016
Connie Travis, Village Clerk
Village of Morton Grove
Cook County, Illinois
SPC CONTRACT #144
2016 FORD F350 XL 4X2 CAB & CHASSIS
CaII Steve Decker (800)798-9912
E -Mail steve.decker@landmarkauto.com
STANDARD PACKAGE
POWERTRAIN/FUNCTIONAL
• Alternator —157 Amp, Heavy -Duty
• Brakes — Power 4 -wheel disc/4-wheel anti-lock
• Fuel tank
— 28 gallon mid ship (F-350 SRW)
— 40 gallon aft axle (F-350 DRW)
• Oil minder system
• Shock absorbers — heavy-duty gas
• Springs, rear auxiliary
• Stabilizer bar — front and rear
• Stationary Elevated Idle Control (SEIC)
• Steering damper
• Steering — power
• Trailer wiring — 7 wire harness w/relays, blunt cu
labeled
EXTERIOR
• Door handles — Black
• Doors: 2
• Glass
— Solar -tinted
• Lights — roof clearance
• Trailer Tow hooks — front (2)
INTERIOR
• Convenience
— Coat hooks, RH/LH color -coordinated
— Dash top tray Manufacturer D&D
RH/LH door activated & I/P switch operated w/dela�ELIVERY Within 50 Miles from Dealership
— Grab handles, driver & front -passenger
$22,213.00
— Powerpoint, auxiliary
• Door -trim — color -coordinated molded w/grab handle
& reflector
• Headliner—color-coordinated cloth
• Hood release
• Horn — dual electric
• Instrument panel — color -coordinated w/glove box,
air registers w/positive shut-off, powerpoint and
upfitter switches
• Instrumentation — Multi -function switch message
center with Ice Blue® Lighting three button message
control on steering
wheel for XL
tvi Scuffplates — color -coordinated
• Windshield wipers — interval control
SAFETY/SECURITY
• Airbags
— Driver and Passenger frontal and side airbag/curtai
— Passenger side airbag deactivation switch
• Belt -Minder®, chime & flashing warning lights on I/F
belts not buckled
• Child tethers Cab front -passenger
• Safety Belts — Color -coordinated safety belts w/heig
adjustment (front -outboard seating positions only)
• SOS Post -Crash Alert
3 Year 36,000 Mile Limited Bumper to Bumper Warranty
5 Year 60,000 Mile Powertrain Warranty
ORDER CUT OFF DATE ????
F350 PAGE 1
ADDITIONAL OPTIONS AND ORDER FORM
2016 FORD F350 XL 4X2 CAB & CHASSIS
Check desired options
PLEASE ENTER THE FOLLOWING
FORD FLEET NUMBER
CONTACT NAME Paul Tohi*T ! Andv Andrews
PHONE NUMBER 847-470-5235
PURCHASE ORDER NUMBER
STATE TAX EXEMPT NUMBER Efl98 1491-07
R
Super Cab 4X2
$1867.00
X
Crew Cab 4X2
52736.00
Hydraulic Jack 61.1
84" Cab To Axle
$147.00
6" Black Molded Cap Steps 1813
Single Rear Wheel Chassis
(5326.00)
87229.00
Exterior Back Up Alarm 76C
6.7L OHV Power Strike Diesel 99T
X
4X4 with Manual Transfer Case
52523.00
X
lAbutted Slip Axle X4L
5299.00
XL Value Package 96V
Diesel X4N
5308.00
Power Equipment Group 90L
Gaseous Prep 98F
5268.00
5166
5214.00
5252.00
560.00
Electronic Shift On The Fly Requires 4x4 213
5158.00
Engine Block Heater 4111
$64.00
Steeriag Wheel Audio Controls Requires 9I.M & 585 62D
PTO Provision Requires 99T 62R
5239.00
5214.00
Engine Idle Shut Down Requires 99T
Dual Alternators Re, vires 99T
5324.00
Extra HD Alternator 670
564.00
Radio Delete 58Y
Fuel Tank -28.5 Gallon Mid -Ship
8107.00
Powertrain Care 3 Years or 100,000 miles 4X2
Dual Fuel Tanks Requires 99T &.585 Radio
8626.00
X
`.'_
Snow Plow Prep Package Requires 4X4 473
573.00
Heavy Duty Front Suspension 6711
5107.00
Detailed CD Rom Shop Manual
Colors
V
X
Race Red I'Q
a
License & Title Municipal Plate
Caribou 115
Oxford Witite Zl
Y
L
Magnetic Metallic J7
,$1$,412
Interior
Green Gem Metallic W6
, Steel AS
Shadow Black GI
Blue Jeans Metallic NI
Ingot Silver Metallic 1::X
R
Trailer Brake Controller 52B
5230.00
X
Spare Tire & Wheel 512
5299.00
Hydraulic Jack 61.1
548.00
X
6" Black Molded Cap Steps 1813
5273.00
Exterior Back Up Alarm 76C
5107.00
Dav Time Running Lights 942
538.00
$107.00
Manual Sliding Rear Window 433
XL Value Package 96V
5507.00
X
Power Equipment Group 90L
5763.00
Remote Start System Requires 90L 76S
5166
5214.00
5252.00
560.00
Rapid Heat Cab Heater Requires 99T
Sync includes USB port requires 62D & 585 91M
Steeriag Wheel Audio Controls Requires 9I.M & 585 62D
Air Conditioning Delete +
572
(5726.00)
(5166.00L
Side Air Bags/Curtain Delete 556
Frontal Passenger & Side Air Bags/Curtain Delete 557
(5166.00)
5200.00
Cruise Control 525
Radio Delete 58Y
(544.00)
Powertrain Care 3 Years or 100,000 miles 4X2
51615.00
Gasoline Motor
81100.00
X.
Rustproof & Undercoat
5289.00
Detailed CD Rom Shop Manual
5227.00
V
X
Delivery Greater Than 50 Miles from Dealership
$200.00
License & Title Municipal Plate
51115.00
5270.00
495.00
Am/Fin Stereo/Single-CD/MP3 Player 585
4 -corner strobe lights
Y
L
9' Rugby Stainless atop/IUDs
,$1$,412
Interior
, Steel AS
F350 PACE 2
Landmark Ford Inc. DATE: Feb.17,2016
You Always Do Better At Landmark
2401 Prairie Crossing Drive
Springfield, IL. 62711
Phone: 217 862 5253
Fax: 217 862 5316
Quote
Quote For: Morton Grove Public Works
DESCRIPTION AMOUNT
2016 F-350 DRW cab&chassis contract price $ 22,213.00
added options
4x4 option 2,523.00
Limited slip axle 299.00
Electronic shift on the fly 4x4 158.00
snow plow prep package 73 00
Heavy front suspension 107.00
Trailer brake controller 230.00
spare tire and wheel 299.00
6" molded cab steps 273.00
power equipment group 763.00
CD ram service manual 227.00
delivery greater than 50 miles 200.00
lic &title m -plate 105.00
9' rugby dump body Stainless steel/tow kit/strobes/81/2 foot snow plow 18,412.00
SUBTOTAL $ 45,882.00
Units 1
Sub total
Make alt checks payable to Landmark Ford Inc. If you have any OTHER
questions concerning this quote. contact Lyle E Snow Ph 217 862 5253 Cell 217 553 2508
email iylesnow@msn.com TOTAL
THANK YOU FOR YOUR BUSINESS!
COOPERATIVE'
A Joint Purchasing Program
For Local Government Agencies
February 11, 2016
Landmark Ford
Mr. Steve Decker
2401 Prairie Crossing Drive
Springfield, 11. 62707
Dear Mr. Decker
This letter is to inform you that the Suburban Purchasing Cooperative's Governing Board has approved short term
extensions to Landmark Ford, Springfield, IL for the SPC 2016 Ford F350 XL 4x2 Chassis Cab Contract :1144 from
March 17, 2016 through April 2016 to coincide with Ford Motor Company's factory order cutoff date.
With acceptance of this contract. Landmark Ford, Springfield. IL agrees to all terms and conditions set forth in the
specifications contained within the Request for Proposals to which you responded.
Landmark Ford Springfield, Il.. will handle all billing. Bach vehicle purchased will be assessed a $100.00
administrative feeder vehicle which shall he paid directly by the vendor to the SPC4n a quarterly basis.
The SPC looks forward to a productive year working with Landmark Ford, Springfield, IL. Please sign and date this
agreement below, retaining copies for your files and returning the original to my attention.
Sincerely,
•
Ellen Dayan. CPPB
NWMC Program Manager for Purchasing
02/11/16
Name: Ellen Dayan Date Name: Steve Decker Date
Northwest Municipal Conference Landmark Ford
DaPage Mayon &
Managers Couferenee
1220 Oak Brook Road
Oak Brock, 11, 60523
Su: tte (Minteil
Phone: (630) 571-0480
Far: (630) 571.0484
Northwest Municipal
Conference
1600 East Golf Rd., Suite 0700
Des Plaines, IL 60016
Ellen Dayan
Phone: (847) 296-9200
Far: (N471296-9207
South Suburban Mayors
And Managers Association
1904 West 174'h Street
East Nagel Crest, IL 60429
Ed Paesel
Phony. (708) 206-1155
Far (708) 206-1133
Will County
Governmental League
3180 Theodore Street, Suite 101
Joliet, IL 60435
Anna Ranger
Phone: (815) 722-7260
Fax: (815) 722.0528