Landscape Beautification Committee Agendas & Minutes

LANDSCAPE BEAUTIFICATION COMMITTEE MEETING MINUTES December 10, 2012 Administration Building Room 218 Present: Trustee Louella Preston, Chair Susan Bus – Purchasing Chuck Ostman – Community Development Bob Pilat – Public Services Cathy Spadoni – Secretary I. Call to Order Trustee Preston called the meeting to order at 9:35 a.m. II. Approval of Minutes a) C. Ostman moved to approve the minutes of the August 16, 2012 meeting, seconded by B. Pilat. All approved. b) C. Ostman moved to approve the minutes of the September 17, 2012 meeting, seconded by B. Pilat. All approved. III. Old Business a) Report of Beautification Plan, Phase I B. Pilat reported that there were two different grants that paid for a portion of Phase I: Approximately $29,000 from Grant # 03-121403 (which was closed on May 25, 2012) and $205,000 from Grant # 07-203678 (which will be closed in early January 2013.) John Ryan has made the final warranty inspection, and Ives/Ryan has been paid. All funds have been expended. After completing the warranty inspection, John Ryan reported the items that needed to be replaced and submitted a mark-up plan to KGI. In November, KGI corrected these issues with some exceptions: It was determined that it would be better to replace the trees at the Police Department in the spring. It was also noted that the excessive water run-off in the area in front of the water reservoir is contributing to the death of the trees planted there. John Ryan suggests we further extend the downspouts and capture the water so it doesn’t soak that area. Page 1 of 2 Landscape Beautification Committee December 10, 2012 John Ryan completed the as-built plans for Phase I. Digital copies are available. Trustee Preston requested a paper set of these plans. Trustee Preston called for a consistent way to store documents. C. Ostman would like to encourage more departments to use Laserfiche, which is a document retention software already being used by Community Development and General Government. Trustee Preston stated that the Board should issue a directive for a consistent document retention policy for all departments. S. Bus asked where we stand with regard to the Marcheschi Memorial Park rock, which is not included in the Phase I landscape plan. At the August 16 committee meeting, we passed a motion to move the rock from its current site to the Public Works former playlot on Franks. B.Pilat reported that Scott Jochim has no problem moving it and using a contractor to do so. There is no money remaining in Phase I budget to do this; the money would come out of the Building and Grounds budget. Trustee Preston will report this to the Mayor and the Board at the Tuesday, December 11 Board meeting. If approved, B.Pilat will get three quotes. Trustee Preston reported that on November 26, 2012, Dean Fleck of Fleck’s Landscaping sent an email to the Trustees, Steve Vinezeano, George Van Geem and Joe Annunzio. The subject of his email was the quality of the landscaping at the Police Department and the fountain. The committee discussed the merits of the complaints. Most of the issues have been taken care of with the completion of Phase I. IV. New Business a) Report of Beautification Plan, Phase II B.Pilat reported that Phase II has been substantially (99%) completed at all sites. Because of the good weather throughout the fall, the landscape company was able to complete the work. A few issues will be addressed in the spring, such as the planting of perennials, which will be added as necessary. Tim Dutton of Brancato Landscaping will soon meet with John Ryan to prepare a final planting report. There is one item the committee may have to address: At the exit of the underground parking garage at Village Hall, the sides are sloped, causing erosion issues. It is possible that the recently installed plantings and mulch will take care of the problem. If not, we’ll have to come up with a plan to solve it, such as outcropping stone, which could cost approximately $5,000. We’ll take another look in the spring. This wasn’t an issue before, but has become an issue since that area has been exposed and disturbed. All trees covered by Phase II, as well as those covered by Public Services, have been newly planted or replaced. All the grates have been removed per the plan. (The ones behind the Senior Center remain.) All the tree boxes have been installed per the plan. C. Ostman stated that there are sprinkler heads in all of the tree planters. B.Pilat added that the lighting was somewhat modified. Trustee Preston noted that some of the Page 2 of 3 Landscape Beautification Committee December 10, 2012 plantings that Kelly Mickle and Carl Maniscalco installed have been removed to make way for the new planting scheme. C. Ostman stated that the contractor did an “awesome job out there,” throughout the whole process. B.Pilat stated that the contractor tried his best to minimize the disruption to pedestrian and vehicular traffic. It was noted that electrical power was not installed in the tree boxes, so hanging holiday lights from those trees is not an option at this time. (Last year, this committee was told that the hanging of holiday lights is not its responsibility.) B.Pilat will look into this possibility. V. Adjournment Trustee Preston stated that we will have a meeting in January to follow up on open items, such as the Marcheschi rock, and begin discussion of Phase III and its budget. Trustee Preston entertained a motion to adjourn. B. Pilat moved to adjourn, seconded by C. Ostman. All approved. The meeting adjourned at 10:26 a.m. Page 3 of 3