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HomeMy WebLinkAbout2009-03-23 MinutesCALL TO ORDER Village President Rick Krier called the meeting to order at 7:30 p.m. After leading the assemblage in the Pledge of Allegiance, he directed the Village Clerk to call the roil. Upon the roll being called by Village Clerk Carol Fritzshall, physically present were: Mayor Krier, Trustees Georgianne Brunner, Roy Kogstad, Shel Marcus, Rita Minx, Dan Staackmann, and John Thill. The following Trustees were allowed by a majority of the Trustees in accordance with and to the extent allowed by rules adopted by the President and Board of Trustees to attend the meeting by video or audio conference: None. No Trustee was refused permission to attend fhe meeting by video or audio conference. The following Trustees were absent and did not participate in the meeting in any manner or to any extent whatsoever: None. APPROVAL OF MINUTES IV. V. Regarding the Minutes of the Special Hearing conducted on March 3, 2009, Trustee Minx moved, seconded by Trustee Thill, to accept the Minutes as presented. There were no corrections or changes: Upon the vote, the motion passed unanimously via voice vote. Regarding the Minutes of the March 9, 2009 Regular Meeting, Trustee Minx moved, seconded by Trustee Thill, to accept the Minutes as presented. Mayor Krier asked if anyone had any changes or corrections to the Minutes. Seeing none, upon the vote, the motion passed unanimously via voice vote. PUBLIC HEARINGS NONE SPECIAL REPORTS NONE Minutes of March 23,.2009 Board Meiain'1 VI. RESIDENTS' COMMENTS (Agenda Items Only) a. Eric Poders. Mr. Poders addressed the Board regarding Ordinance 09-05, which provides for the issuance of General Obligation Bonds. He commended the Board for listening to the residents, and wanted to know what the interest rate would be and how much the Village would be saving. Regarding Ordinance 09-06, which allows the proceeds from the sale of property at 5821 Dempster to be removed from a designated special account and be used for street repairs, Mr. Poders said he thought that was a good idea and said he hoped the Village would get some funding soon from IDOT for Dempster Street. b. Randy Israel. Mr. Israel, a resident and business owner, spoke regarding Ordinance 09-06. He said he was not too keen on it. He felt that the Board had made the right decision when it earmarked the proceeds of the sale of property on Dempster to be used for Dempster Street only. Mr. Israel said that he sits on the Economic Development commission and felt it was nearly impossible to attract businesses to Morton Grove because Dempster Street needs major upgrades. He felt there's been veiy I ~tle commitment from the ~!'sllage to the existing businesses on Dempster Street other than the parking lots that have been built. He urged the Board to keep the funds in the designated account for Dempster Street rather than using them for general street maintenance. VII. PRESIDENT'S REPORT a. Mayor Krier proclaimed the month of April, 2009, as "Sexual Assault Awareness Month" in the Village and urged all residents to commit to taking action against rape and sexual assault.. b. Mayor Krier sought concurrence for his appointment of Ryan Horne, currently Acting Finance Director, to the position of Finance Director. Trustee Minx so moved, seconded by Trustee Staackmann. Motion passed: 6 ayes, 0 nays. Tr. Brunner a~ Tr. Kogstad ,ayre Tr. Marcus aye Tr. Minx a~ Tr. Staackmann awe Tr. Thill awe VIII. CLERK'S REPORT a. Clerk Fritzshall noted that early voting is underway at Village Hall. Anyone registered and interested in voting can do so between 9 a.m. and 5 p.m. Monday through Friday, and on Saturday from 9 a.m. to noon. She encouraged everyone to vote early. Early voting ends on April 2, 2009, and Election Day is April 7, 2009. b. Clerk Fritzshall said that tomorrow is the last day for people to register and vote, all at the same time, at the Skokie Courthouse. --- '~ Minutes of March 23, 2009 Board Meeting. IX. STAFF REPORTS A. Villaoe Administrator a. Mr. Wade introduced Chris Tomich, Village Engineer, who was going to give a presentation and recommendations to the Board on how best to use the $330,000 from the special designated Dempster Street account for general street maintenance. He said that Chris has extensive experience, having previously worked for the Village of Northbrook and for the Ciorba Group. While working for the Ciorba Group, he worked on the downtown Deerfield improvement project. b. Mr. Tomich said his task was, "In terms of street repair/maintenance, what can the Village accomplish using our existing budgeted amount plus the additional funding the Board is considering?" c. Mr. Tomich gave a very detailed presentation, noting that "the deeper into the pavement the damage is, the harder it is to fix and the more it wi!! cost." He said that pavement preservation is both an art and a science, adding that there are more roads that need rehabilitation than there is funding to do it. He said there are three types of pavement preservation: corrective (which is like pothole patching); preventive (microsurfacing); and minor rehabilitation (i.e., surface mil! and over lay). The third ;re is often the first step fer most comma^ities because they don't really do the first or second type. d. Mr. Tomich said that, in 2008, the Village took care of .6 miles of road for $519,000. This year's budget originally called for $149,000 for asphalt street improvements and $37,000 for crack sealing and pitching, for a total of $186,000. Now, with the extra $330,000, there will be $516,000 available for street repair and improvement. e. Mr. Tomich said the Village has three options: it can look at taking care of the worst roads first; it can take care of the lowest cost items first; or it could opt fora "right treatment of pavement at the right time' approach. With the first option, he said, residents would be appeased, but there would be a higher cost-per-mile and the rate of improvements would be slower. The second option would allow for an increased number of miles of roadway that could be taken care of. The last option, taking the approach of providing "the right treatment of pavement at the right time', is the option Village staff recommends. This would involve a mixture of treat- ments, including using the $37,000 for crack sealing and pitching, as originally budgeted; plus using about 25% of the remaining funds for edge mill and overlay, and 75% of the remaining funds for full-width mill and overlay. f. Mr. Tomich advised the Board that it would need to double the amount of funding for street maintenance and improvements over the next several years to catch up with the pavement deterioration. Trustee Thill asked if there was any matching funding from the State or Federal government that the Village could utilize. Mr. Tomich said that, because these are residential local streets, there is not. Trustee Marcus clarified that Mr. Tomich was recommending $1 million in future funding for several years. He said yes, adding that he would like to do a more thorough analysis for the Board. Minutesof March 23, 2009 Board Meetin ` IX. Ms. Liston had no report. i. Mayor Krier asked Mr. Tomich, "How many years would we need to budget $1 million? And after that period of time, whatever it is, would that mean Morton Grove would have no `failed' streets?" Mr. Tomich responded that the idea is to catch up with the number of streets that need expensive improvements, which could take five or six years. j. Trustee Minx said that she had had several conversations about this with Ryan Gillingham, Chris' predecessor, and said that it had always irked her to see the Village do street repairs and then the streets would have to be ripped up because of some underground problem. She said she'd rather see that work done in tandem and wondered if that was possible. k. Mr. Tomich said that roadway programs and underground utility programs don't usually run on the same track with the same timing; however, because these are mostly residential streets being discussed, it may be possible for the work to coincide. Mayor Krier thanked Mr. Tomich for his very nice and thorough presentation. IX. B. Corporation Counsel: X. A. Trustee Brunner: STAFF REPORTS (continued) STAFF REPORTS (continued) TRUSTEES' REPORTS Trustee Brunner had no formal report, but noted that, per the Department of Family and Sen- ior Services, the seniortran would be available to take seniors to their polling places on Elec- tion Day. Any senior interested should call for a reservation by April 6. You must know where your polling place is and it must be in Morton Grove. The number to call is the Senior Hotline, 847-470-5223. 2. Trustee Brunner reminded the assemblage that Earth Hour is this coming Saturday, March 28, from 8:30 to 9:30 p.m. She urged everyone to turn off all non-essential lighting during this hour. B. Trustee Brunner announced that the Solid Waste Agency of Northern Cook County would hold another "document destruction day" in the Village on September 12, 2009. More details will be upcoming. Trustee Kogstad: Trustee Kogstad had no report. C. Trustee Marcus: Trustee Marcus had no report. Minutes of March 23, 2009 Board Meetin X. TRUSTEES' REPORTS (continued) D. Trustee Minx: Trustee Minx presented Ordinance 09-03, An Ordinance Revoking the Special Use Permit for the Property Located at 6415 Dempster Street, 6421-6457 Dempster Street, and 8717 Lincoln Avenue, for Construction of a Planned Unit Development. This is the second reading of this ordinance. She explained that this Ordinance formally revokes the special use permit approving a planned unit development for this site. Trustee Minx said she had provided the background on this in the first reading and moved to adopt Ordinance 09-03. Trustee Thill seconded the motion. Motion passed: 6 ayes, 0 nays. Tr. Brunner a}L Tr. Kogstad ~ Tr. Marcus aye Tr. Minx aye Tr. Staackmann ~ Tr. Thill awe 2 Next, Trustee Minx presented and the Village Attorney explained in full the following ordinance, which was before the President and Board of Trustees and made available to any person requesting one in words and figures as follows: An Ordinance Providing for the issuance of General Obligation Refunding Bonds, Series 2009, of the Jiiiage ofi Morton Grove, Cook County, Illinois, Authorizing the Execution of an Escrow Agreement in Connection Therewith and Providing for the Levy and Collection of a Direct Annual Tax for the Payment of the Principal of And Interest on Said Bonds (the "Bond Ordinance"). Trustee Minx moved and Trustee Brunner seconded the motion that the second reading of the Bond Ordinance be waived. After discussion thereof, including a public recital of the nature of the matter being considered and such other information as would inform the public of the business being conducted, the President directed that the roll be called for a vote upon the motion to waive the second reading of the Bond Ordinance. Upon the roll being called, the following Trustees voted AYE: Trustee Brunner, Trustee Marcus, Trustee Minx, Trustee Thill; and the following Trustees voted NAY: Trustee Kogstad, Trustee Staackmann. Motion passed: 4 ayes, 2 nays. Tr. Brunner ~e Tr. Kogstad ~ Tr. Marcus ~e Tr. Minx ~ Tr. Staackmann n~ Tr. Thill Whereupon the President declared the motion carried and whereupon, the Bond Ordinance could now be presented for a vote. Trustee Minx then moved and Trustee Brunner seconded the motion that the Bond Ordinance as presented be adopted. After discussion thereof, including a public recital of the nature of the matter being considered and such other information as would inform the public of the business being conducted, the President directed that the rol! be ca!!ed for a vate upon the motion to waive the second reading of the Bond Ordinance. Upon the roll being called, the following Trustees voted AYE: Trustee Brunner, Trustee Kogstad, Trustee Marcus, Trustee Minx, Trustee Staackmann, Trustee Thill; and the following Trustees voted NAY: NONE. Motion passed: 6 ayes, 0 nays. Tr. Brunner ~ Tr. Kogstad ~ Tr. Marcus a rLe Tr. Minx awe Tr. Staackmann afire Tr. Thill afire Minutes of March 23, 2009 Board Meeting I X. D. Trustee Minx: (continued) TRUSTEES' REPORTS (continued) Whereupon, the President declared the motion carried and the ordinance adopted, and henceforth did approve and sign the same in open meeting, and directed the Village Clerk to record the same in full in the records of the President and Board of Trustees of the Village of Morton Grove, Cook County, Illinois. 3. Trustee Minx then presented for a first reading Ordinance 09-06, Amending Ordinance 08-27 to Allow the Proceeds From the Sale of 5821 Dempster Street to be Removed From a Restricted and Designated Reserve Account and Amending Ordinance 08-43 to Increase 2009 Budget Funding for Village Road Repairs. She explained that this ordinance was pursuant to the Board's discussion at the March 9, 2009 Board Meeting. a. Trustee Brunner asked if there were any other funding sources the Village could use for road repairs, other than taking the money out of this designated reserve account. Village Adminis- trator Wade responded that the Board wants to use it because it's available; there is nothing from MFT that can be used. Trustee Brunner asked if it could come out of the Village's re- serve funds. Mr. Wade said that would depend upon what level of reserves the Board is com- fortable maintaining. Currently, the policy is 25%. Trustee Brunner asked what level the Vil- lage is at right now. Mr. Wade said it would be presumptive to guess, but would know soon, because the audit is in process. b Trustee Thill addressed Mr. Israel, who had spoken during Residents' Comments, about this. He said that it didn't appear that anything would be happening on Dempster Street this year, at least in terms of any state or federal funding being released. Trustee Thill said that, al- though he sponsored the special designated account, he felt that there is now a more immedi- ate need for these funds to be put toward street repairs. He said he was in noway looking negatively on Dempster Street, but felt that the current condition of the roads couldn't go on for another year. c. Trustee Brunner said she had no problem allocating the funds, but wondered if, as a Board, once the audit has been concluded, could they work together to find a way to replace these funds. She said she hated to see these funds "leave" Dempster and in fact, wanted to build up a "Dempster Street account" so the Village could do other improvements. Trustee Brunner said she would like to see some sort of mechanism to replace these funds. d. Trustee Kogstad pointed out that the Village has already spent $330,000 on Dempster Street, plus, Dempster gets (or will get) federal and state funding assistance as well. Not so with the local residential streets, as Chris Tomich pointed out. e. Trustee Brunner noted that sometimes federal funding requires matching funds from the Village; she thought that was one of the possible things the $330,000 in the special designated Dempster Street account was for, in addition to what the Village has already spent on Dempster. f. Trustee Kogstad said that the Capital Projects Fund has a reserve, although he wasn't sure how much was in there. Trustee Brunner asked if, after the auditor's report, the Board could consider replacing these funds with funds from the Capital Projects reserve fund. Minutes of March 23, 2009 Board Meetin X. TRUSTEES' REPORTS (continued) D. Trustee Minx: g. Trustee Minx said that she was surprised, because after all of the budget meetings and comments on street repair that had been made during those budget meetings, this $330,000 had been earmarked for Dempster, even though the Board knew the Village was already spending money on Dempster. She said she would like to see both programs (general road repairs and earmarking funds for Dempster) continue, possibly by drawing down on the reserves of both the Capital Projects Fund and the General Fund. h. Trustee Marcus said he didn't see this as an "either 1 or" situation. He said the Board has a responsibility to the entire community which has to be balanced with a commitment to a viable business community. He said it was of ultimate importance that Morton Grove's business community grow and prosper, and said he woud definitely be open to looking for some way to replace these funds and put them back in the designated Dempster Street account. He added that he did concur with spending this money now on street maintenance. i. Mayor Krier said he was just bothered because he was against earmarking these funds for Dempster in the first place. But it was done, and everyone understood that that money was designated for use on Dempster Street. To go taking it out six months later doesn't give any confidence tc the v iiiagc S bUSineSS Communiy. He felt it was better not tC eari~~ark funds, but rather to use the reserves. He said that was what his problem is with all of this. The discussion on this ordinance was thus concluded. E. Trustee Staackmann: Trustee Staackmann had no report. Trustee Thill Trustee Thill presented Resolution 09-18, Authorizing the Annual Memorial Day Parade and Closure of Dempster Street. He explained that IDOT requires the Village to adopt an ordinance approving the closure of Dempster Street. This resolution will authorize 4he 2009 Memorial Day Parade at 1:30 p.m. on Sunday, May 24, 2009, which will require the closing of Dempster Street between Austin and Ferris Avenues either partially or completely between 12:30 and 4:30 p.m. Trustee Thill moved to approve Resolution 09-18, seconded by Trustee Minx. Motion passed: 6 ayes, 0 nays. Tr. Brunner av~e Tr. Kogstad aye Tr. Marcus Tr. Minx aye Tr. Staackmann awe Tr. Thill a~!e 2 Trustee Thill then presented Resolution 09-19, Authorizing the Annual July 4 Parade and Closure of Dempster Street. Minutes of March 23, 2009 Board Meeting X. F. Trustee Thill: (continued) TRUSTEES' REPORTS (continued) He explained that IDOT requires the Village to adopt an ordinance approving the closure of Dempster Street. This resolution will authorize the 2009 July 4 Parade at 2:30 p.m. on Saturday, July 4, 2009, which will require the closing of Dempster Street between Central and Ferris Avenues either partially or completely between 2:00 and 4:30 p.m. Trustee Thill noted that the Legislative Summary of this resolution states "Tuesday, July 4, 2009" which needs to be corrected. Trustee Thill moved to approve Resolution 09-19, seconded by Trustee Brunner. Motion passed: 6 ayes, 0 nays. Tr. Brunner aye Tr. Kogstad a~ Tr. Marcus Tr. Minx ~ Tr. Staackmann ~ Tr. Thill 3• Next, Trustee Thiil brought forward Resolution 09-20, Authorizing the Execution of a Con- tract with County Line Nurseries & Landscaping, Inc. for the 2009 Tree Planting Pro- gram. i-le explained that, each year, the village contracts with a tree planting contractor to assist in the installation and/or replacement of trees within the Village. The estimated contract value is $26,100; however, since this is a unit price contract, the final contract amount will be based on the actual quantity of work performed. Trustee Thill moved to approve Resolution 09-20, seconded by Trustee Minx. Trustee Thill asked Public Works Director Andy DeMonte how many trees the Village would get for $26,100. Mr. DeMonte responded that the Village will get 140 trees, 14 different spe- cies in all. Trustee Thill asked if the 50/50 Tree Program is still viable. Mr. DeMonte an- swered that it is, which means residents would only pay 50% of the cost to plant a tree, but this is only applicable in parkways. Trustee Thill encouraged residents to take advantage of this program, but cautioned everyone who does so to water the trees. It's very important in the first year to make sure the new tree gets plenty of water. Upon the vote, the motion passed: 6 ayes, 0 nays. Tr. Brunner afire Tr. Kogstad ~e Tr. Marcus aye Tr. Minx a~ Tr. Staackmann afire Tr. Thill afire 4. Lastly, Trustee Thill presented Resolution 09-21, Authorization to Execute Separate Contracts With Arrow Road Construction Company and Ozinga Chicago RMC, Inc., for the 2009 Material Purchasing Program. He explained that these materials are necessary for the maintenance of Village streets. lnduded in this purchase is hot-mix asphalt, bi±umirous patching mixture, and Portland cement concrete. The estimated contract value for Arrow Road Construction is $35,310 and for Ozinga Chicago RMG is $53,340; however, the final contract amounts will be based on the actual quantity of materials delivered. Trustee Thill moved, seconded by Trustee Staackmann, to approve Resolution 09-21. "" Minutes ofMarch 23, 200513oarr1 Meeting'; X. TRUSTEES' REPORTS (continued) Trustee Thill: (continued) Trustee Thill noted that, by going to pick up these materials instead of having them delivered, the Public Works Department is saving the Village at least $5,000 He thanked Mr. DeMonte and his team for this effort. Trustee Staackmann asked if the additional funds for street maintenance would mean the quantities covered in this resolution would change. Mr. DeMonte said no, it's two separate issues. Trustee Staackmann also wondered if asphalt plants were open yet. Mr. DeMonte said they were not, but he would call again. Upon the vote, the motion passed: 6 ayes, 0 nays. Tr. Brunner aye Tr. Kogstad ~? Tr. Marcus aye Tr. Minx a~~e Tr. Staackmann aye Tr. Thill aye XI. OTHER BUSINESS Other business was duly transacted at said meeting. Mayor Krier thanked the staff, especially v iiiage ~diiiin iStratur Wade, C^vr pOratlGn t~..:~UnSel L{StO~,, and Finance DireCiOr Hofne, on their yeoman's effort working on the bond issue in order to save the Village a half a million dollars. XII. WARRANTS Trustee Minx presented the Warrant Register for February 23, 2009, in the amount of $786,532.60. She moved to approve the Warrants, seconded by Trustee Marcus. Trustee Thill commented that he was glad to see there was nothing in the Warrants about re- funds for the commuter train station boxes! Mayor Krier called for a vote on the Warrants. Motion passed: 6 ayes, 0 nays. Tr. Brunner a~~e Tr. Kogstad ~e Tr. Marcus a~ Tr. Minx aye Tr. Staackmann ~e Tr. Thill aye XIII. RESIDENTS' COMMENTS Nancy Canning. Mrs. Canning thanked the members of the Board who participated in the St. Patrick's Day lunch with the "Lunch Bunch" at the Civic Center. She said everyone had a great time thanks to the Board's participation, and they made all the volunteers feel good. XIV. ADJOURNMENT/EXECUTIVE SESSION There being no further business, Trustee Minx moved to adjourn the meeting. Trustee Marcus seconded the motion. Motion passed: 6 ayes, 0 nays. Tr. Brunner aye Tr. Kogstad ~ Tr. Marcus ~e Tr. Minx afire Tr. Staackmann aye Tr. Thill awe The Board Meeting adjourned at 8:34 p.m. Minutes of March 23, 2009 Board Meeting PASSED this 13th day of April, 2009. Trustee Brunner Trustee Kogstad Trustee Marcus Trustee Minx Trustee Staackmann Trustee Thiif by Richard Krier, Villa Board of Trustees, 7r r ,~ April, 2009. Grove, APPROVED and FILED in my office this 14th day of April, 2009. a~~~ -"~' ~ P~ ~,~.~~=~ Carol A. Fritzshall, Village Clerk Village of Morton Grove, Cook County, Illinois Minutes by: Tessa Cousar 10