Loading...
HomeMy WebLinkAbout2016-07-25 MinutesMINUTES 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 JULY 25, 2016 I& II. CALL TO ORDER Village President Dan DiMaria called the meeting to order at 7:00 p.m. in the Council Chambers of Village Hall. He then led the Board and assemblage in the Pledge of Allegiance. III. Village Clerk Connie Travis called the roll. Present were: Trustees Bill Grear, Rita Minx, John Pietron, Ed Ramos, John Thill, and Janine Witko. IV. APPROVAL OF MINUTES Regarding the July 11, 2016 Regular Board Meeting, Trustee Minx moved to approve the Minutes as presented, seconded by Trustee Thill. Motion passed unanimously via voice vote. V. SPECIAL REPORTS VI. NONE PUBLIC HEARINGS NONE VII. RESIDENTS' COMMENTS (Agenda Items Only) NONE VIII. STAFF REPORTS A. Village Administrator: 1. Mr. Czerwinski provided the Board and assemblage with an update on the Alternate Water Supply Initiative. He noted that William Balling, the Village's consultant in this matter, was also present this evening. a. Mr. Czerwinski said that the Village has continued having discussions with Evanston, and has re-engaged in conversations with Glenview and Wilmette and the Northwest Water Commission and Aqua Illinois. Minutes of July 25, 2016 Board Meetin• VIII. STAFF REPORTS (continued) A. Village Administrator: (continued) b. Mr. Czerwinski added that the Village has done route studies to find the best configuration for delivering water, using existing structure. He noted that discussions with Glenview/Wilmette and Evanston have gone the furthest thus far. c. The Village's next steps will be to develop a contract with Evanston. To that end, the Village will need specialized legal and management support resources. The Village will also solicit proposals to authorize a financial advisor for a "plan of finance." This is a major project, a "legacy" project, and it is important to have the right plan of finance. Mr. Czerwisnki said there are a lot of moving parts associated with that—for example, different bonding levels, and also some opportunities (through the IEPA) for lower -interest loans that need to be considered and applied for, and everything needs to be completed appropriately. Simultaneously, the Village will also begin preparation for an Engineering Request For Proposals for Design and Route Study. The RFP is being developed in-house with staff from Morton Grove and Niles. d. Mr. Czerwinski said that, in the fall, the priority will be to determine funding for preliminary engineering and entering into a cost-sharing agreement between Niles and Morton Grove which will include such things as distance and water quantities. The Village will need to execute an Engineering Services Contract to develop the route study and 60% of the engineering of the delivery system. He explained that the contract will specify 60%, because there are always going to be unexpected nuances, such as a utility problem or property that may need to be acquired, that can occur. The 60% ensures that the Village will be well on its way to finalizing the delivery route. Mr. Czerwinski said the Village will review this at various stages—at 10%, at 20%, etc. and can "turn it off' at any time if it doesn't seem to be working out. He said this type of phased construction would be beneficial, and concurrently, the Village will be working on applying for a low-interest IEPA loan. Mr. Czerwinski said the process of applying for this type of loan is arduous and daunting, but well worth the effort if the application is successful. e. The Village will need to finalize and adopt an agreement with the City of Evanston for water supply (getting water from Evanston's pumping station) and water purchase at a reasonable rate. Niles and Morton Grove will work together to develop a Joint Effort Operating Structure which will cover project construction and financing, as well as ongoing operations. Mr. Czerwinski wasn't sure if that agreement would be structured as an Intergovernmental Agreement, the establishment of a Water Commission, or some other option. f. In late spring of 2017, specific phased construction work (starting at multiple locations) will begin and permanent financing will be set, with project completion estimated to be late fall of 2018. Mr. Czerwinski said this schedule is somewhat aggressive, but with proper planning and the right specialists in place, it can work. g. Mr. Czerwinski said that a lot of staff time has already gone into this project, between the Legal Department, Public Works, and General Administration. He said the Village has a strong partnership with the Village of Niles, and complimented Mr. Balling for "shepherding" the Village through this process. h. Trustee Thill asked if the City of Chicago would cut Morton Grove's water supply off. Mr. Czerwinski assured the Board that the Village has been in communication with the City and is still paying its water bills to the City. Mayor DiMaria added that this process has been going on for about two years and Chicago has been involved. This will not be a blindside for Chicago. The Village has had a lot of communication with the City and the City has been amicable. 2 Minutes of July 25, 2016 Board Meeting VIII. STAFF REPORTS (continued) A. Village Administrator: (continued) i. Trustee Minx asked about the Village's contract with the City. j. Mr. Czerwinski said the Village does have a contract with the City that expires on December 31, 2018. He said that's why the timeline he outlined is so important, and that's why a phased construction approach is preferable. The Village of Niles has a contract with the City as well, but it doesn't expire until the end of 2019. 2. Mr. Czerwinski said the Village has provided notice that its electrical aggregation program will end. Residents will receive a notice in mid-August from ComEd about this as well. Mr. Czerwinski said that the program saved residents about $1.8 million over its life. He said, this year, the savings aren't there, so the Village is opting out. Residents that were participating in the electrical aggregation program do not need to take any action. 3. Mr. Czerwinski invited everyone to attend the Police Department's "National Night Out" on Tuesday, August 2nd from 5:30pm to 8:30pm at the Civic Center. The free event includes free food, entertainment, activities, and giveaways and is a great opportunity for neighbors to meet and thank our local police officers. 4. Mr. Czerwinski announced that the Community Relations Commission is sponsoring a Village - wide garage sale in September. He said Clerk Travis would provide more details in her report. 5. Mr. Czerwinski said there would be a Village -wide testing of the Emergency Alert System on September 6 at 10:OOam. If residents are not already signed up for the mass communication system, they are encouraged to do so. This will be an annual test. The high speed telephone communication test will also help to cleanse the Village's database. If there is no response after multiple efforts, the number will be cleansed from database, which makes the system faster. 6. Mr. Czerwinski encouraged everyone to participate in the Village's summer photo contest to showcase the Village's new tagline: Incredibly Close. Amazingly Open. All photos must be submitted by September 9th. 7. Mr. Czerwinski said that targeted adult mosquito spraying would be done by the North Shore Mosquito Abatement District tomorrow between the hours of 8:OOpm and 2:OOam, weather permitting. 8. Mr. Czerwinski complimented the Public Works Department for doing a great job of cleaning up the Village after the severe storms that occurred recently. He added that the Deep Tunnel did its job, too. a. Trustee Thill said that there's some digging going on at Austin and Beckwith. Mr. Czerwinski said there was some damage to the cover there due to the water coming in so fast. It's being dug up to be repaired. 3 DIDILD VIII. STAFF REPORTS (continued) B. Corporation Counsel: Corporation Counsel Liston had no report. IX. PRESIDENT'S REPORT 1. Mayor DiMaria asked the Board to make a motion to approve and affirm that the Village of Morton Grove will continue to partner with the Village of Niles to pursue an alternative water source from the City of Evanston. 2. Trustee Pietron so moved, seconded by Trustee Minx. Motion passed: 6 ayes, 0 nays. Tr. Grear aye Tr. Minx aye Tr. Pietron aye Tr. Ramos aye Tr. ThiII aye Tr. Witko Rye Mayor DiMaria then presented Resolution 16-48, Authorizing Amendment Number 2 to the Professional Services Agreement Between Stanley Consultants, Inc. and the Villages of Morton Grove and Niles and Authorizing an Agreement Between Stanley Consultants, Inc. and the Village of Morton Grove for Additional Services Relating to the Procurement of an Alternative Water Supply. He asked the Board if there were any questions regarding this Resolution. There were none. Trustee Pietron moved to approve Resolution 16-48, seconded by Trustee Minx. Motion passed: 6 ayes, 0 nays. Tr. Grear aye Tr. Minx aye Tr. Pietron afire Tr. Ramos aye Tr. Thill aye Tr. Witko aye Mayor DiMaria congratulated the Board, commenting that this was a big decision on a legacy project, and he was confident that the Village is heading in the right direction. X. CLERK'S REPORT Clerk Travis said the Community Relations Commission is sponsoring a Village -wide garage sale September 16—September 18. Anyone interested can sign up on the Commission's Facebook page or at Village Hall. The Village will waive the garage sale permit fee and will print out a map of all the locations participating in the garage sale. XI. TRUSTEES' REPORTS A. Trustee Grear: 1. Trustee Grear presented Resolution 16-49, Authorizing an Intergovernmental Agreement By and Among the Village of Glenview, the Village of Niles, and the Village of Morton Grove For Public Safety Communications Services. 4 Minutes of July 25, 2016 Board Meeting Xl. A. Trustee Grear: (continued) TRUSTEES' REPORTS (continued) a. Trustee Grear explained that, in 2012, the Village entered into a five-year agreement with the Village of Glenview for police dispatching services for all 911 and 10 -digit emergency calls. These calls are currently being routed through the Glenview Public Safety Dispatch Center. b. Morton Grove has received excellent quality dispatching services during this time, and has seen cost savings compared to its previous dispatch service provider. Because the current contract expires on December 31, 2017, staff initiated discussions with the Village of Glenview and the Village of Niles to extend the dispatch service contract through December 31, 2022. c. As a result of those discussions, Glenview has offered a "freeze" of 2016 rates for 2017 and 2018. Further, the contract will now establish performance standards, require Glenview to provide general information to Morton Grove residents about public health and safety issues, allow for quarterly payments, provide a facility alarm monitoring option, and give Morton Grove the ability to review Glenview's expenses and revenues. d. Trustee Grear said the contract calls for the cost of services to continue at the 2016 rate through December 31, 2018. Thereafter will be a cost increase of 3% each year for 2019, 2020, 2021, and 2022. This is a cost savings to Morton Grove of $65,000 for the 2017 fiscal year. Trustee Grear moved, seconded by Trustee Pietron, to approve Resolution 16-49. Motion passed: 6 ayes, 0 nays. Tr. Grear Lys Tr. Minx Lys Tr. Pietron ave Tr. Ramos Lys Tr. Thill Lys Tr. Witko Lys e. 2. a. b. Trustee Grear commented that 2022 seems like it's a long time away, but it'll be here before we know it! Trustee Grear next presented Resolution 16-50, Authorizing the Execution of a Professional Services Agreement By and Between the Village of Morton Grove and True North Consultants., Inc. For Plan Review, Code Enforcement, and Inspectional Services. He explained that the Lehigh/Ferris Framework Plan, which was adopted in 2008, identified Sites I and J (parcels bounded by the river/railroad, Dempster Street, Ferris Avenue, and Hen- nings Court) as priority development sites. In order to facilitate future redevelopment of these sites, the Metropolitan Water Reclamation District (MWRD) requires a separate storm sewer system to service new development in this area. Earlier this year, the Board approved a resolution authorizing the Village to enter into a contract with the Ciorba Group to design this storm sewer system. The proposed route for the new sewer system traverses the property at 6415 Dempster. The Village had engaged True North Consultants, Inc. earlier this year to complete Phase II Environmental Assessments for 6415 Dempster, 8721 Narragansett, 8733 Narragansett, and 8720 Ferris. The Phase II Environmen- tal Assessment for the site at 6415 Dempster indicated some levels of contamination present. True North has provided a proposal for additional testing for this site in order to better assess and potentially reduce overall remediation costs. 5 Minutes of July 25, 2016 Board Meeting XI. A. Trustee Grear: (continued) TRUSTEES' REPORTS (continued) c. Based on True North's familiarity with the site and the satisfactory performance of their previous work the Village, staff recommends that True North be engaged for this additional work. With the current proposal, the total compensation to be paid to True North in 2016 will exceed $20,000, and therefore Board approval is required. Trustee Grear moved to approve Resolution 16-50, seconded by Trustee Minx. Motion passed: 6 ayes, 0 nays. Tr. Grear Ly1 Tr. Minx Tr. Pietron aerie Tr. Ramos Tr. Thill aye Tr. Witko ave B. Trustee Minx: Trustee Minx had no report. C. Trustee Pietron: 1. Trustee Pietron presented Resolution 16-51, Authorizing the Purchase of Gasoline and Diesel Fuel. a. b. He explained that this Resolution will authorize the purchase of gasoline and diesel fuel from Gas Depot Oil Company of Morton Grove, Illinois, through the Suburban Purchasing Cooperative, for the period of July 6, 2016 through July 5, 2017, with the option to extend the contract for three additional one-year periods under the same terms and conditions as the original contract. Trustee Pietron said the Northwest Municipal Conference (NWMC), through its Suburban Purchasing Cooperative, routinely solicits bids for the purchase of fuel and other supplies. The low bidder to supply gasoline and diesel fuel was Gas Depot Oil Company of Morton Grove. The NWMC staff performed reference checks and found Gas Depot Oil Company to be a viable operation Trustee Pietron moved to approve Resolution 16-51, seconded by Trustee Witko. Motion passed: 6 ayes, 0 nays. Tr. Grear aye Tr. Minx at Tr. Pietron Tr. Ramos ave Tr. ThiII at Tr. Witko aye 2. Trustee Pietron then presented Resolution 16-52, Authorizing the Execution of a Contract With J.A. Johnson Paving Company For the 2016 Street Patching Program. a. He explained that the annual Street Patching Program is intended to maintain the quality, drainage, and drivability, and to extend the life of streets in the Village. This work should be completed in mid-August 2016. 6 Minutes of Jul 25, 2016 Board Meeting XI. TRUSTEES' REPORTS (continued) C. Trustee Pietron: (continued) b. Trustee Pietron said that this contract was bid through a public process and the lowest bid was from J.A. Johnson Paving Company, and was $8,175 Tess than the Engineer's Estimate of Cost. c. The estimated contract value is $47,825, but since this is a unit price contract, the final contract amount will be based on the actual quantity of work performed. Trustee Pietron moved to approve Resolution 16-44, seconded by Trustee Minx. Motion passed: 6 ayes, 0 nays. Tr. Grear aye Tr. Minx ave Tr. Pietron au Tr. Ramos Ryl Tr. ThiII ayl Tr. Witko ave D. Trustee Ramos: Trustee Ramos had no report. E. Trustee Thill: Trustee Thill had no report. F. Trustee Witko: Trustee Witko had no report. XII. OTHER BUSINESS Mayor DiMaria encouraged everyone to shop locally and buy gas locally, and to support the businesses and retail establishments in Morton Grove. XIII. WARRANTS Trustee Witko presented the Warrant Register for July 25, 2016, in the amount of $530,281.15. She moved that the Warrants be approved as presented. Trustee Pietron seconded the motion. Motion passed: 6 ayes, 0 nays. Tr. Grear ave Tr. Minx Tr. Pietron Aye Tr. Ramos ave Tr. ThiII ave Tr. Witko afire 7 Minutes of July 25, 2016 Board Meeting XIV. RESIDENTS' COMMENTS 1. Nancy Lanning commended Joe Dahm of the Public Works Department for helping out with a problem one of her neighbors was having. She said he went "above and beyond" to help her neighbor, and she appreciated it very much. XV. ADJOURNMENT Trustee Minx moved to adjourn the meeting, seconded by Trustee Thill. Motion passed: 6 ayes, 0 nays. Tr. Grear Tr. Minx aye Tr. Ramos ay1 Tr. Thill ave The meeting adjourned at 7:28 p.m. PASSED this 8th day of August, 2016. Trustee Grear /ly- Trustee Minx tryc Trustee Pietron //yL Trustee Ramos " Trustee Thill y_ Trustee Witko APPROVED by rre tijis h day of August, 2016. Bill Grear, Village President Pro Tem Board of Trustees, Morton Grove, Illinois APPROVED and FILEDinmy office this 9th day of August, 2016. Connie J. Travis, Village Clerk Village of Morton Grove, Cook County, Illinois Tr. Pietron Tr. Witko ave ave Minutes by: Teresa Cousar 8