VILLAGE OF LINDENHURST ILLINOIS
2301 E. Sand Lake Road
REGULAR MEETING OF THE VILLAGE BOARD
February 25, 2008
7:00 P.M.
MINUTES
CALL TO ORDER Mayor Lahr called the Regular Board meeting to order at 7pm.
ROLL CALL Roll call showed those present were: Mayor Lahr, Trustees Dunham, Marturano, Messmer, Metzelaar, Wayne and Zerba. Also in attendance were: Administrator Stevens, Attorney Phillips, Engineer Welsh, and Clerk Chybowski.
PLEDGE OF
ALLEGIANCE
APPROVAL OF The Regular Meeting minutes of February 11, 2008, were
THE MINUTES presented to the Board for approval.
Trustee Metzelaar requested the words “SWALCO” and “recycling” be added on page two under Committee Reports; Mayor Lahr made a clarification on page 2 regarding the sign ordinance and on page 3 regarding the recent presentation by the Building Department.
MOTION A motion to approve the minutes with the noted changes was made by Trustee Zerba, seconded by Trustee Wayne.
ON ROLL CALL Ayes-6, Trustees Zerba, Wayne, Metzelaar, Marturano, Dunham, Messmer
Nays-0
COMMUNICATIONS
COMMITTEE BOARD
& STAFF REPORTS Mayor Lahr stated the Viking Football League submitted a request to place signage in the Village. It was suggested Administrator Stevens be authorized to act in accordance with past practices regarding temporary signage.
MOTION Trustee Dunham made a motion, seconded by Trustee Messmer.
ON ROLL CALL Ayes-6, Trustees Dunham, Messmer, Marturano, Wayne, Zerba, Metzelaar
Nays-0
Trustee Metzelaar stated she attended an Environmental Commission meeting where planning for Earth Day (April 19) is underway. Metzelaar communicated she was looking for partnering opportunities with SWALCO and the Lakes Commission and that the idea of having an Environmental Commission booth at Earth Day to share general information on the environment was being discussed.
OLD BUSINESS None
NEW BUSINESS A. Authorization to Bid Salt Barn Construction
1. Site Preparation Work
2. Barn Construction
Engineer Welsh explained the FY 08/09 proposed budget handout to request Board authorization for the Village to go to bid on a two-phase project. One bid would be for sitework; the other bid would be for the construction of a salt barn on the site. Welsh explained the time sensitive nature of the project, as dome contractors accept bids only up until May or June for work to be completed that year. Welsh also noted this is a carryover item from last year’s budget and that, because of various delays and the necessity of site revisions, the bid price increased by approximately 20%. Welsh concluded by asking for authorization to advertise the two projects for bid.
Administrator Stevens informed that if a motion is made to advertise the bid process, a second motion would be necessary to encumber the FY08/09 budget. This is due to the fact that budget lines would be crossed whereby money would be committed prior to budget approval. Trustee Marturano asked about the breakdown of spending for this year versus next year. Welsh referenced the handout, explaining that $14,400 is almost fully expended for this fiscal year and that the request is to encumber the 2008 budget in the amount of $315,450.
Trustee Messmer asked about the capacity of the salt barn. Welsh replied that the salt barn has a 1360 ton capacity and that Lindenhurst’s 5-year average for salt usage, not including this year, is 1350 tons. Welsh stated the structure currently being utilized for salt would be cleaned and used for storage of seasonal equipment.
Administrator Stevens stated the salt supply for the last 3-4 seasons has not been dependable and that it is not uncommon to wait 7-14 days for salt deliveries. Because of this, in terms of capital expenditures, salt has been a high priority and the goal of the Village is to build up the supply to avoid being as dependent on suppliers during the season.
Discussion took place regarding the budget, capital projects, and how an encumbrance would impact the FY08/09 budget. Attorney Phillips reminded the Board that at this time the request was only to go out for bid. Once the bids are received, they could always be turned down if the Board decides to go in a different direction or if priorities change. Engineer Welsh informed that if bids were to go out this week, they would be received back in three weeks and that a bid award would be sought immediately to accommodate the tight timeframe.
MOTION Trustee Wayne made a motion authorizing the bidding of salt barn construction and for site preparation work, seconded by Trustee Marturano.
ON ROLL CALL Ayes-6, Trustees Wayne, Marturano, Messmer, Dunham, Metzelaar, Zerba
Nays-0
B. Ordinance: Amendment to Engineering Services Agreement/
Strand Associates
ORDINANCE No. 08-02-1686
Engineer Welsh summarized that in March, 2007, an agreement for design and construction-related services for well rehabilitation and filter media replacement was approved by Strand & Associates. Welsh reported that this project is in progress and nearing completion. Well no. 2, on Highpoint at Teal, was rehabilitated (i.e., shaft was cleaned); however a mechanical issue was identified which incurred extra costs. Additionally, during the rehabilitation of well no. 7, on Hawthorne Drive and Grand Avenue, a construction issue and a pump problem were discovered.
Welsh continued that the Agreement before the Board incorporates an amendment to cover the extra costs incurred, stating budget contingencies to allow for this were not enough to cover the extra costs. Welsh added that one additional item in the Amendment involves the rehabilitation of well no. 9, at Independence Boulevard, currently scheduled for next year’s budget. Since the contractor will be working on well nos. 2 and 7, the Village may be able to add the work for well no. 9 to the same Agreement. Welsh continued that, per his request, Strand put a contingency into the Amendment for engineering and observation of well no. 9. Because timing is tight, continued Welsh, it may be necessary to separate the projects, but the Board could consider the idea of incorporating projects to try to save costs.
Welsh inquired as to whether Well no. 9 could be added to the existing contract for bid. Phillips stated that design is a professional service; therefore, it would not need to be bid. Welsh asked whether the well rehab work would have to be bid. Phillips said the Board could waive the bid if it is believed that the cost is reasonable. Welsh shared his feeling that the value of the rehab work may be too expensive.
Welsh summarized $4,000 would be for the pump design and $6,000 would be for construction. These are the extra costs incurred for the existing contract as a result of the rehab work done on well nos. 2 and 7. There is also a $2,900 contingency cost for well no. 9. Welsh continued that he is requesting the Board to approve Amendment #1, covering the additional costs of well nos. 2 and 7, and the $2,900 contingency. Welsh clarified the $2,900 would not be spent unless it is decided to move forward with the well no. 9 rehabilitation. Welsh added that in order to do this, the Village would be spending money for a project that has not been bid and is not in the current year’s budget. Mayor Lahr asked whether Welsh would recommend striking the $2,900 contingency. Welsh responded he was comfortable with that plan; however, ultimately the well no. 9 project could become $5,000 to $6,000 more expensive due to the cost of bidding.
Attorney Phillips advised that nothing needed to be waived in order to sign the Professional Services Agreement, but that to perform the work on well no. 9, the bid would need to be waived and the proposal accepted.
Administrator Stevens suggested breaking things down and reviewing the issue in two parts: 1) approve the amendment which addresses the well nos. 2 and 7 project and provides an opportunity to move into well no. 9; and 2) approve proceeding with well no. 9, addressing any potential problems that may be discovered.
Mayor Lahr expressed she was comfortable with Engineer Welsh’s review of the bid to determine whether the bid is appropriate for the work being done. Lahr added that since Attorney Phillips stated there was no legal concern in waiving the bid process, she could support amending the Engineering Services Agreement.
MOTION Trustee Wayne made a motion approving the amendment to the Strand contract on well rehabilitation to well nos. 2 and 7, seconded by Trustee Metzelaar.
ON ROLL CALL Ayes-6, Trustees Wayne, Metzelaar, Marturano, Zerba, Dunham, Messmer
Nays-0
MOTION Trustee Marturano made a motion to waive bids and authorize the Director of Public Works to negotiate the proposed rate for the rehabilitation of well no. 9 with Meadow Equipment Sales & Service, Inc., seconded by Trustee Zerba.
ON ROLL CALL Ayes-6 Trustees Marturano, Zerba, Wayne, Metzelaar, Dunham, Messmer
Nays-0
C. Ordinance: Engineering Services Agreement – Bonestroo/
Hooper School Sidewalk
Wes Welsh stated the Superintendent of School District 41 called recently asking the Village to construct a sidewalk from Hooper School’s exit driveway (on Beck Road) to E. Thornwood Drive. He mentioned parents in the neighborhood would like the children to avoid crossing the street unnecessarily. After discussion, it was determined that, although more costly, a crossing would be the best solution. Welsh communicated to the Board the many aspects to be considered for such a project, such as drainage, landscaping, driveways, trees. In a subsequent call from the Superintendent, the District offered to pay 50% of the cost of a sidewalk, followed up in writing. Administrator Stevens clarified the cost share references $4,800.
Upon review of the project and taking into account the challenges of the site, timing considerations of the school schedule, and the fact that the project could not be done in-house, Welsh and contractor Bonestroo arrived at a rough estimate of $32,000, which was put in this year’s budget proposal. Welsh reminded the Board that other Village sidewalk projects previously on hold have been being revisited and are in the budget. Welsh stated this project could not be added to the bid until the sidewalk was designed and that there would be a cost-savings opportunity if engineering services for the projects could be bid at the same time.
Trustee Zerba commented there are crossing guards at Sand Lake road and Beck to assist children across the street, that there’s a sidewalk along Beck Road on the west side of the road and that perhaps a solution for now would be to hire another crossing guard at Thornwood.
Mayor Lahr stated the estimate seems expensive for an area that already has a sidewalk on one side of the road, adding the crossing guard suggestion would be preferable from a safety standpoint. Discussion took place regarding the potential number of students and households that would be affected and issues of safety. A general consensus by the Board reflected it would be more prudent to address other priorities in the Village. Trustee Wayne stated a follow-up communication to Dr. Van Pelt regarding the actual cost should be initiated so that the District understands the Board decision.
C. Ordinance: Jensen Disposal/2008 Yard Waste Rate Increase
ORDINANCE No. 08-02-1687
Stevens referenced the new garbage & recycling increases discussed recently and that yard waste was the third component to be addressed. Increases are as follows: Yard waste fees are going from $28.08 to $28.65; tag prices are going from $1.30 to $1.33; unlimited leave collection is going from $12.24 to $12.49. Stevens added that these prices would be in effect for the remainder of the contract, through December, 2008.
MOTION Trustee Dunham made a motion approving the rate increases, seconded by Trustee Messmer.
ON ROLL CALL Ayes-6, Trustees Dunham, Messmer, Marturano, Wayne, Zerba, Metzelaar
Nays-0
PUBLIC
PARTICIPATION Andrew Aswad, 605 Crosswind Lane referenced the Village Code with regard to animal violations and asked how the Village would help enforce the ordinance for pet owners that do not pick up after their animals. After brief discussion, Attorney Phillips suggested the concerned resident have a community service officer issue a warning.
Luigi DeAngelis, 2703 Neubauer Circle, asked the Board whether they had any questions for him, adding that he communicated with the Board regarding the upcoming Village Green development but had not received a response. Mr. DeAngelis also shared a comment to pass along to the developer regarding the road layout of the Village Green project, suggesting a different configuration. Mayor Lahr responded that a significant amount of time was spent reviewing the annexation agreement and addressing the layout and traffic flow through the project, adding that the Village feels comfortable that the appropriate infrastructure is in place.
Mr. DeAngelis also commented he has spoken with Global Hyatt Corp. regarding hotel development and that he had paperwork to share with the Board. Trustee Marturano asked Mr. DeAngelis whether the booklets he was holding were specific to his project or whether it was general Hyatt material. Mr. DeAngelis responded the booklets are owner/investor/ capital sources materials created by Hyatt which depict Hyatt properties around the world and that they were not specific to his project. Trustee Messmer stated that, since he has not heard anything definitive with regard to Mr. DeAngelis’ venture, he did not have any questions.
MOTION A motion to adjourn the meeting was made by Trustee Wayne, seconded by Trustee Dunham. Upon a voice vote, the motion carried.
ADJOURNMENT The meeting was adjourned at 8:07 p.m.
Date Approved__________________________________
_______________________________ _________________________________
Susan Lahr, Mayor Patty Chybowski, Clerk