Board of Trustees

VILLAGE OF ORLAND PARK 14700 Ravinia Avenue Orland Park, IL 60462 www.orlandpark.org Meeting Minutes Monday, March 21, 2022 7:00 PM Village Hall Board of Trustees Village President Keith Pekau Village Clerk Patrick R. O'Sullivan Trustees, William R. Healy, Cynthia Nelson Katsenes, Michael R. Milani, Sean Kampas, Brian Riordan and Joni Radaszewski Board of Trustees Meeting Minutes March 21, 2022 CALL TO ORDER/ROLL CALL The meeting was called to order at 7:00 P.M. Present: 7 - Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski and Village President Pekau VILLAGE CLERK'S OFFICE 2022-0231 Approval of the March 7, 2022, Regular Meeting Minutes The Minutes of the Regular Meeting of March 21, 2022, were previously distributed to the members of the Board of Trustees. President Pekau asked if there were any corrections or additions to be made to said Minutes. There being no corrections or additions, I move to approve the minutes of the Board of Trustees Meeting of March 7, 2022. A motion was made by Trustee Nelson Katsenes, seconded by Trustee Milani, that this matter be APPROVED. The motion carried by the following vote: Aye: 7- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski, and Village President Pekau Nay: 0 PROCLAMATIONS/APPOINTMENTS/PRESENTATIONS 2022-0243 Proclamation Honoring Kendall Coyne Schofield Kendall Coyne Schofield is a professional hockey player celebrated for numerous championships and medals throughout her career. Her most recent medal is from the 2022 Winter Olympics as part of the USA Women's Hockey Team. Mayor Pekau read a proclamation and proclaimed March 21, 2022, as Kendall Coyne Schofield Day in the Village of Orland Park. (refer to audio) Trustees Healy, Riordan, Katsenes and Mayor Pekau had comments. (refer to audio) President Pekau presented Kendall Coyne Schofield with the proclamation. (refer to audio) Kendall had comments. (refer to audio) This item was a presentation. NO ACTION was required. VILLAGE OF ORLAND PARK Page 2 of 17 Board of Trustees Meeting Minutes March 21, 2022 2022-0242 Proclamation Honoring Chief Joseph Mitchell Mayor Pekau honored Chief Joseph Mitchell for his dedicated service and presented him with a plaque in recognition of his exemplary leadership and commitment to excellence. (refer to audio) Trustees Kampas, Healy, Katsenes, Milani and President Pekau had comments. (refer to audio) Chief Joseph Mitchell had comments. (refer to audio) This item was a presentation. NO ACTION was required. ACCOUNTS PAYABLE 2022-0234 Accounts Payable - Approval The lists of Accounts Payable having been submitted to the Board of Trustees for approval and the lists having been determined by the Board of Trustees to be in order and having been approved by the various Department Heads, I move to approve the Accounts Payable from March 8, 2022 through March 21, 2022 in the amount of $5,006,475.55. A motion was made by Trustee Healy, seconded by Trustee Radaszewski, that this matter be APPROVED. The motion carried by the following vote: Aye: 7- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski, and Village President Pekau Nay: 0 CONSENT AGENDA Passed the Consent Agenda A motion was made by Trustee Kampas, seconded by Trustee Milani, to PASS THE CONSENT AGENDA, including all the following items marked as having been adopted on the Consent Agenda. The motion carried by the following vote: Aye: 7- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski, and Village President Pekau Nay: 0 VILLAGE OF ORLAND PARK Page 3 of 17 Board of Trustees Meeting Minutes March 21, 2022 2022-0235 Payroll - Approval The lists of Payroll having been submitted to the Board of Trustees for approval and the lists having been determined by the Board of Trustees to be in order and having been approved by the various Department Heads, I move to approve the Bi-Weekly Payroll for March 4, 2022 in the amount of $1,301,288.95. This matter was APPROVED on the Consent Agenda. 2021-0600 LaGrange Square Amendment II - Amendment to a Special Use Permit with Modifications, Site Plan, Elevations, and Landscape Plan On April 20, 2020, the Village Board approved a Site Plan, Elevations, Landscape Plan, Subdivision, and Special Use Permit Amendment with Modifications to the Orland Square Planned Development (Ordinance No. 468) to allow for a commercial planned development with three (3) buildings (five (5) restaurants), two (2) of which had drive-through facilities, in the COR Mixed Use District for LaGrange Square. A modification to locate a drive-through facility and parking lots within the setback area between the building façades and streets (Section 6-210.F.4) was approved as part of the project. (Legistar ID: 2019-0756) The developer returned to the Village mid-2020, prior to finalizing the April 20, 2020 Board approved project, to petition for an amendment to the previously approved Special Use Permit Amendment with modifications to the Orland Square Planned Development (Ordinance No. 468). The Village Board of Trustees, via Ordinance Number 5625, approved a Special Use Permit Amendment to the Orland Square Planned Development to allow for a planned development with a total of four (4) building and to allow for three (3) restaurants with drive-through facilities in the COR Mixed Use District, Site Plan, Landscape Plan, Elevations, and Subdivision for LaGrange Square on June 21, 2021. A modification to locate a drive-through facility and parking lots within the setback area between the building facades and streets (Section 6-210.F.4) was approved as part of the project. The Village Board of Trustees approved the proposed amendment on December 21, 2020, and adopted the ordinance on June 21, 2021. (Legistar ID: 2020-0369) At the time of the previous approvals, Lot 3b was approved only conceptually. It was a condition of this approval that any future user for Lot 3b must re-petition and proceed through the public approval process. On December 21, 2021, the petitioner returned to the Plan Commission to further amend the Special Use Permit for development of Lot 3B. The development petition includes a requested amendment to the Special Use Permit to incorporate the proposed Site Plan, Landscape Plan, and Elevations for the southernmost lot of the planned development, for the construction of a restaurant (BJ’s Brewhouse). (Legistar ID: 2021-0600) VILLAGE OF ORLAND PARK Page 4 of 17 Board of Trustees Meeting Minutes March 21, 2022 The proposed Amendment to the Special Use Permit with Modifications, Site Plan, Landscape Plan, and Elevations are now before Village Board of Trustees for consideration. I move to approve the Amendment to a Special Use Permit with Modifications, Final Site Plan, Final Landscape Plan, and Elevations for LaGrange Square located at 45 Orland Square Drive, as recommended at the December 21, 2021 Plan Commission meeting and as fully referenced below; FOR REFERENCE ONLY; NOT NECESSARY TO BE READ I move approve the Final Site Plan titled “Site Plan” (Sheet C201), prepared by Woolpert, Inc., last revised February 11, 2022, subject to the following conditions: 1. Meet all building code requirements and final engineering requirements, including required permits from outside agencies. 2. All ground-based and roof-mounted mechanical equipment must be fully screened from view and shall meet the code requirements listed in Section 6-308.J. 3. Submit a sign permit application to the Development Services Department for separate review. Signs are subject to additional review and approval via the sign permitting process and additional restrictions may apply. 4. The photometric plan shall comply with all lighting requirements per Section 6-315. 5. Provide a cross-access easement and shared parking agreement between all properties on site and to ensure that all lots will maintain proper ingress and egress. 6. The raised right-in/right-out channelizing island located within the ingress and egress easement at 151st Street must be removed and redesigned to meet Orland Park Engineering Department requirements and be reconstructed. 7. BJ’s Restaurant and Brewhouse must enter into a maintenance agreement with Chipotle for the continued maintenance of the 6” water and sanitary service mains. 8. The Petitioner shall work with the Village to arrive at traffic and parking solutions that are acceptable to the Village. And I move to approve the Elevations for BJ’s Restaurant and Brewhouse, titled “BJ’s Restaurant and Brewhouse”, dated June 17, 2021, prepared by WD Partners and subject to the following conditions: 1. All masonry must be of anchored veneer type masonry with a 2.625” minimum thickness. And VILLAGE OF ORLAND PARK Page 5 of 17 Board of Trustees Meeting Minutes March 21, 2022 I move to approve the Final Landscape Plan, titled “Landscape Plan” (Sheet C502) prepared by Woolpert, Inc., last revised February 11, 2022. This matter was APPROVED on the Consent Agenda. 2022-0202 LaGrange Square Amendment II - Ordinance Granting a Second Amendment to the LaGrange Square Special Use - Key Development Partners (45 Orland Square Drive) On April 20, 2020, the Village Board approved a Site Plan, Elevations, Landscape Plan, Subdivision, and Special Use Permit Amendment with Modifications to the Orland Square Planned Development (Ordinance No. 468) to allow for a Commercial Planned Development with three (3) buildings (five (5) restaurants), two (2) of which had drive-through facilities, in the COR Mixed Use District for LaGrange Square. A Modification to locate a drive-through facility and parking lots within the setback area between the building façades and streets (Section 6-210.F.4) was approved as part of the project. (Legistar ID: 2019-0756) The developer returned to the Village mid-2020, prior to finalizing the April 20, 2020 Board approved project, to petition for an amendment to the previously approved Special Use Permit Amendment with Modifications to the Orland Square Planned Development (Ordinance No. 468). The Village Board of Trustees, via Ordinance Number 5625, approved a Special Use Permit Amendment to the Orland Square Planned Development to allow for a Planned Development with a total of four (4) buildings and to allow for three (3) restaurants with drive-through facilities in the COR Mixed Use District, Site Plan, Landscape Plan, Elevations, and Subdivision for LaGrange Square on June 21, 2021. A Modification to locate a drive-through facility and parking lots within the setback area between the building facades and streets (Section 6-210.F.4) was approved as part of the project. The Village Board of Trustees approved the proposed amendment on December 21, 2020, and adopted the ordinance on June 21, 2021. (Legistar ID: 2020-0369) At the time of the previous approvals, Lot 3b was approved only conceptually. It was a condition of this approval that any future user for Lot 3b must re-petition and proceed through the public approval process. On December 21, 2021 the petitioner returned to the Plan Commission to further amend the Special Use Permit for development of Lot 3B. The development petition includes a requested amendment to the Special Use Permit to incorporate the proposed Site Plan, Landscape Plan, and Elevations for the southernmost lot of the planned development, for the construction of a restaurant (BJ’s Brewhouse). (Legistar ID: 2021-0600) I move to adopt Ordinance 5701, entitled: ORDINANCE GRANTING A SECOND AMENDMENT TO THE LAGRANGE SQUARE SPECIAL USE - KEY DEVELOPMENT PARTNERS (45 ORLAND SQUARE DRIVE). This matter was PASSED on the Consent Agenda. VILLAGE OF ORLAND PARK Page 6 of 17 Board of Trustees Meeting Minutes March 21, 2022 2022-0021 ITB 22-014 Generator, Transfer Switch, and UPS Maintenance - Rejection On February 14, 2022, the Public Works Department issued Invitation to Bid (ITB) 22-014 Generator, Transfer Switch, and UPS Maintenance. The intent of the bid was to obtain the services of a qualified contractor or contractors having experience in generator, transfer switch, and/or UPS maintenance and repairs. During the two (2) weeks that the bid was open for review, seventeen (17) firms downloaded either partial or complete bid packages. ITB 22-014 was opened on March 4, 2022, at which point only one (1) firm had submitted a bid. Staff recommends rejecting the sole bid, which was from Interstate Power Systems, due to an insufficient number of bid submittals. After the bid opening, Public Works staff reached out to a number of contractors and learned that firms were either unaware of the ITB or missed the deadline to submit a bid. However, based on Interstate Power System’s bid, the total cost for generator, transfer switch, and UPS Maintenance would not require a Board action for approval. As such, Public Works staff will solicit proposals directly from qualified contractors and determine the best contractor based on cost for each of these services. I move to reject the sole bid received for ITB 22-014 Generator, Transfer Switch, and UPS Maintenance. This matter was APPROVED on the Consent Agenda. 2022-0241 Granicus Three Year Contract Extension for GovAccess, Communications Cloud, Legistar, Legistar InSite, Government Transparency Suite, and Granicus Encoding Appliance Software Renewal Subscriptions GovAccess is the unified content platform that makes up the Village website and communications cloud. Legistar is an Online Cloud application that provides a comprehensive, integrated document management and information retrieval system designed specifically to support the legislative process, including meeting agendas, minutes of meetings, journals of proceedings, subject matter indexes and reports. In 2021, the Granicus services were enhanced to include website government CMS, as well as a communications platform. Granicus recommended that the Village co-term its billing expiration with the contract end date, and staff is requesting approval of this co-term, along with contract extension through January 31, 2025. The following is a breakdown year over year: for 2/1/2022 to 1/31/2023, the cost is VILLAGE OF ORLAND PARK Page 7 of 17 Board of Trustees Meeting Minutes March 21, 2022 $32,077.98; for 2/1/2023 to 1/31/2024, the cost is $33,040.32; and for 2/1/2024 to 1/31/2025, the cost is $34,031.53. I move to approve the extension of the service agreement with Granicus, INC. for an additional three years through January 31, 2025; AND Authorize and approve the Village manager to execute said agreement, subject to Village attorney review. This matter was APPROVED on the Consent Agenda. 2022-0185 Fire Hydrant Painting - Bid Award In order to maintain the paint condition of the Village’s fire hydrants, a Request for Proposals for Fire Hydrant Painting was advertised on BidNet Direct from February 16 through March 2, 2022. This is for a three (3) year contract with the option of two (2) additional years, dependent upon performance. The scope of work is based on painting the five thousand (5,000) plus fire hydrants within the Village over a ten (10) year period. Public Works estimates painting approximately four hundred fifty (450) hydrants per year. Historically, Public Works part time and seasonal staff performed hydrant painting, but without proper preparation, the coatings have a much shorter lifespan. The method used in the past consisted of cleaning, wire brushing, priming, and finished paint coating. The new process includes sandblasting, priming, and a final coat of paint, and will be repeated on each hydrant a decennial basis. This process is very similar to how the Elevated Tanks are being painted. Sandblasting down to bare metal and priming gives the new paint a much longer lifespan, requiring less maintenance for Public Works staff. Prior to bid opening, a courtesy email was sent out to Alpha Paintworks, Go Painters Inc., and Giant Painters Ltd. Two (2) proposals were received, from Tecorp, Inc. of Joliet, Illinois, and Go Painters Inc. of Maywood, Illinois. Both companies pay prevailing wages. A summary of the bid prices is provided below: Tecorp, Inc. 2022 - $385.00 per hydrant 2023 - $404.00 2024 - $424.00 Option year 2025 - $445.00 Option year 2026 - $467.00 Go Painters, Inc. VILLAGE OF ORLAND PARK Page 8 of 17 Board of Trustees Meeting Minutes March 21, 2022 2022 - $110.00 2023 - $113.00 2024 - $116.00 Option year 2025 - $119.00 Option year 2026 - $119.00 I move to approve awarding ITB 22-022 Fire Hydrant Painting Program to Go Painters, Inc. of Maywood, Illinois for a three (3) year contract (2022, 2023, & 2024), with the option to extend an additional two (2) years in an amount not to exceed the Board approved budgeted amount; AND Authorize the Village Manager to execute all related contracts, subject to Village Attorney review. This matter was APPROVED on the Consent Agenda. 2022-0233 Wight and Company Engineering Agreement At the February 21, 2022 Committee of the Whole meeting, the Committee approved the conceptual plans for development of Schussler Park, Centennial Park West, Centennial Park and a third phase of the John Humphry Complex. Schussler Park was identified as the first priority. In the 2019 Parks Assessment performed by Studio GC, Schussler Park was given an overall grade of 2.21. Grades of 0.0 - 2.50 indicate the need for upgrades or renovations. In the assessment, Schussler Park is identified as a Community Park. Community Parks are defined as being diverse in nature, serving a broader purpose than the neighborhood or mini parks. While community parks may include neighborhood park amenities and do act as neighborhood parks as well, the focus of a community park is on meeting community-based recreation, athletics, and open space needs. These parks may contain significant athletic complexes, aquatic amenities, walking paths, picnic areas and various other active and passive amenities depending upon community needs and site suitability. Other Village Community Parks include: Eagle Ridge I and II, Doogan Park, Cachey Park, Veterans Park, Brentwood Park and Centennial Park. Redevelopment of Schussler Park will address existing stormwater management issues, aging infrastructure, amenities, and the poor conditions of the existing soccer fields. The approved concepts include: two (2) synthetic turf multipurpose fields, parking, bleachers with video/announcement booth, new sports lighting, pedestrian trails, a relocated sledding hill and stormwater management. The VILLAGE OF ORLAND PARK Page 9 of 17 Board of Trustees Meeting Minutes March 21, 2022 estimated budget as proposed by the Villages consultant, Wight and Company, is $9.3 million. Centennial Park West (CPW) was identified by the Board as a second priority. CPW was developed to be a large host concert venue for Village and regional concerts and events. The Village has produced concerts at CPW since 2011. In 2019, the Village hosted its first ticketed concert. In 2021, the Village introduced the Centennial Park West Concert Series featuring three (3) national level headliner artists. CPW possess no infrastructure to host concerts or events. As such, all support elements must be rented at a high cost. The development of this site into a concert venue will allow the Village to more effectively produce national level concerts, as well as to effectively relocate all special events to this site. The development of Centennial Park West will feature an event stage, lawn seating, pedestrian walks, vendor/tents pads, vehicular loading dock, service parking, ornamental fencing, and landscape. This park will provide passive open space and trails for residents and accommodate various special events, including movies in the park, concerts, festivals, and local recreational programs. The estimated budget, as proposed by Wight and Company is $10 million. During the February 21, 2022 Committee of the Whole meeting, the Committee directed staff to advance to the next stage of the Master Plan project. This includes securing a firm to fully develop the design, engineering and construction documents which can be utilized to bid these projects with a goal of breaking ground at both sites in 2022. Breaking ground in 2022 may enable athletic organizations to utilize the new athletic fields at Schussler Park in 2023, and permit the Village to begin hosting concerts and events at Centennial Park West for the 2024 events season. Staff solicited a proposal (attached) from Wight and Company to undertake design development, construction document and permitting phases of these projects. Wight possesses an intricate knowledge of these parks and the Village’s overall goals after a nearly year-long process of community, staff and Board engagement during the conceptual design process of the Master Plan. Wight's proposal as outline below is consistent with industry standards for design, construction document development and permitting. Schussler Park * Architecture and Engineering (A/E) Design Fees: $239,000 * Reimbursable expenses budget (reproduction, handling, and delivery of documents and project photos, travel, etc.): $2,500 Centennial Park West * Architecture and Engineering (A/E) Design fees: $485,000 * Theatre Planning (Schuler Shook) fees: $66,000 VILLAGE OF ORLAND PARK Page 10 of 17 Board of Trustees Meeting Minutes March 21, 2022 * Audio-Visual and Acoustical (Threshold Acoustics) fees: $55,000 * Reimbursable expenses (reproduction, handling, and delivery of documents and project photos, travel, etc.) budget: $10,000 I move to approve awarding the design, construction document development and permitting of Schussler Park and Centennial Park West to Wight & Co. at a cost of $241,500 plus a 3% contingency on the A/E fees ($7,170) for Schussler Park; and a cost of $616,000 plus a 3% contingency on the A/E fees ($14,550) for Centennial Park West for a total not to exceed $879,220; AND To authorize the Village Manager to execute all related contracts, subject to Village Attorney review; AND To authorize the Village Manager to approve change orders up to the total approved not to exceed amount. PUBLIC WORKS 2022-0209 Civic Center BAS Upgrade Project - Approval to Waive Bids The Public Works Department issued ITBs in 2020 and 2021 as a part of a multi-year effort to replace and upgrade obsolete Building Automation System (BAS) software and components used to control and monitor the Village’s HVAC systems. In both instances, only one (1) bid was submitted, by Automatic Building Controls, LLC (ABC). Staff believes this is largely due to the fact that there are only three (3) vendors who are authorized to perform work on Distech BAS equipment. After the closing of both of the previous ITBs, the two (2) other authorized vendors were contacted by Public Works staff. Both declined to provide a bid, due to high workload demands and their lack of knowledge of the Village’s system. Anticipating the likelihood of a limited number of bidders for this project via the ITB process, staff is seeking Board approval to waive the bid process and contract directly with ABC again in 2022 to complete BAS upgrades at the Civic Center. ABC has been the Village's BAS service provider for approximately twenty (20) years. In 2020, a three (3) year service agreement extension with ABC was approved by the Village Board. ABC has consistently performed high quality work on similar projects at Village facilities. Working with ABC would also ensure that the BAS installation quality remains consistent, and manufacturer warranty is maintained. The pricing provided on the proposal from ABC is consistent with past BAS improvement projects of a similar scope. A summary of the ABC proposal is provided below: VILLAGE OF ORLAND PARK Page 11 of 17 Board of Trustees Meeting Minutes March 21, 2022 ABC Proposal: $63,952.00 10% Contingency: $6,395.20 Total Including Contingency: $70,347.20 Village Manager George Koczwara had comments. (refer to audio) I move to waive the bidding process for the Civic Center BAS Upgrade Project; AND Approve a contract with Automatic Building Controls, LLC for an amount not to exceed $70,347.20 ($63,952.00 plus a 10% contingency of $6,395.20); AND Authorize the Village Manager to execute all related contracts, subject to Village Attorney review. A motion was made by Trustee Kampas, seconded by Trustee Milani, that this matter be APPROVED. The motion carried by the following vote: Aye: 7- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski, and Village President Pekau Nay: 0 2022-0245 Grasslands Regional Flood Control Wet Basin Dredging - Change Order Request In July 2003, the Grasslands subdivision was severely impacted by flooding after a record amount of rainfall. Christopher B. Burke Engineering, Ltd. (CBBEL) of Rosemont, Illinois was contracted to complete a Flood Risk Reduction Assessment of areas throughout the Village that were most impacted by the record rainfall, including flooding of the Grasslands Subdivision near 167th Street and Wolf Road. CBBEL recommended a flood control facility on the farmland west of the subdivision to reduce the risk of future flooding. Designed by CBBEL, the Grasslands flood control project was initiated in 2005. A partial basin was constructed that provided an immediate increase in the protection of the downstream properties located within the Grasslands subdivision, while the Village awaited approvals from the Army Corp of Engineers and IDNR permits. The constructed partial basin also provided about 40% of the future detention needed for the farmland to the west. Completing the full flood control project involved the construction of a dam with a reinforced concrete spillway and outlet pipe. The construction cost was estimated to be approximately $600,000.00 in 2018, but was expected to rise slightly due to increases in material costs since that time. Early in 2018, the Metropolitan Water Reclamation District of Greater Chicago (MWRD) solicited Phase II Stormwater VILLAGE OF ORLAND PARK Page 12 of 17 Board of Trustees Meeting Minutes March 21, 2022 Management Program Project proposals from municipalities, townships and other governmental agencies for MWRD funding. The Village of Orland Park submitted the Grasslands Regional Flood Control Facility for consideration. In June 2018, the Village received notification from MWRD that the project was accepted, providing up to 92% funding (fixed at $558,000.00) assistance for construction. The Village was required to fund the upfront construction of the flood control facility, with MWRD providing reimbursement. The project was issued for bid on January 19, 2021, and was ultimately awarded to Schwartz Construction Group, Inc. of Countryside, Illinois for $668,014.39. Schwartz met all of MWRD’s requirements, and resulted in a $110,014.39 in Village contribution. Construction began in late Spring 2021, and is predominately complete at this point. The wet basin was pumped out to allow for the completion of the work on site, including the construction of the spillway. Once the pond silt dried out, there was a fair amount of silt that washed in from the surrounding farm field as well as the Grassland Subdivision. The capacity of the wet basin has been dramatically changed. Working with CBBEL and Schwartz, staff devised a plan to dredge the basin, remove the silt, and redistribute it back to the farm field to the west, which is owned by Gallagher and Henry (G&H). G&H has a good working relationship with Schwartz Construction, and has agreed to work with them to redistribute silt to fill in low spots on the farm’s property. This additional work of dredging and redistribution has a total cost of $112,746.66. This is below the 50% threshold for the entire project, and would not require the work to be rebid. There is currently $34,868.75 left in the project’s contingency funds, which can be used to cover a portion of the cost, with the remaining costs being covered by funds available for stormwater basin repairs. President Pekau had comments. (refer to audio) I move to approve a change order authorizing additional funding for silt dredging and related work at the Grasslands Regional Flood Control Facility proposal from Schwartz Construction Group, Inc. of Countryside, Illinois in an amount not to exceed $112,746.66; AND Authorize the Village manager to execute said change order, subject to Village attorney review. A motion was made by Trustee Healy, seconded by Trustee Riordan, that this matter be APPROVED. The motion carried by the following vote: Aye: 7- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski, and Village President Pekau VILLAGE OF ORLAND PARK Page 13 of 17 Board of Trustees Meeting Minutes March 21, 2022 Nay: 0 DEVELOPMENT SERVICES AND PLANNING 2022-0247 Zoning Map Update - Ordinance Per state statute, the Village must update and publish a zoning and boundary map reflecting the changes that occurred during the previous calendar year by March 31st of each year. Attached are the listings of zoning changes for the 2021 calendar year. Development Services has reviewed the map and listings and is in concurrence with the changes. It is requested that the Board read into the record the following motion in order that the Village may proceed with the publication of the official zoning and boundary map. I move to adopt Ordinance 5702, entitled: ORDINANCE APPROVING THE PUBLICATION OF AN UPDATED ZONING DISTRICT MAP. A motion was made by Trustee Nelson Katsenes, seconded by Trustee Kampas, that this matter be APPROVED. The motion carried by the following vote: Aye: 7- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski, and Village President Pekau Nay: 0 RECREATION AND PARKS 2022-0222 ITB #22-011 Baseball Field Start Up 2022 An Invitation to Bid (ITB) (attached) was issued on January 24, 2022, for the spring startup of all the baseball fields excluding Centennial Park. The details of the project are detailed in the attached Scope of Work. The ITB was posted on BidNet and was matched to 169 vendors. Information was partially downloaded by seven (7) vendors and completely by seven (7) vendors. Three vendors submitted bids: Sportsfields, Inc., Semmer Landscape, LLC, and Schwartz Excavation, Inc. The intent of hiring a contractor for the spring field start-up was to prepare all outlying fields for Orland Park athletic organization use. This assistance is needed to meet the needs of athletic organizations using fields in early spring. As the weather quickly transitions from winter to spring, staff is unable to adequately prepare all fields for use quickly enough. Quotes received from the ITB for outlying fields exceed budgeted funds. As a result, staff have selected only high use clay fields for this work including, Century, VILLAGE OF ORLAND PARK Page 14 of 17 Board of Trustees Meeting Minutes March 21, 2022 Liberty, Schussler, Doogan and Eagle Ridge II. Staff recommends the following working be performed at these fields: · Repair transitions from infield material and turf ensuring infield radiuses are industry standard size, while ensuring the transition grade is smooth to meet industry safety standards. · Remove all organic growth (weeds, grass, etc.) growing within the infield perimeter. · Grade and level infields to remove low areas that hold water, including the batter’s boxes and pitching areas. Grading will assist in the drainage of storm water from the infields. · Install additional infield material (infield mix or screenings) as needed. · Remove weeds and growth around fences and throughout bleacher and dugout areas. · Bleacher and dugout areas that are not paved will have material added to ensure these areas do not hold water, that industry safety standards are met, and that these areas are aesthetically pleasing. The above stated work will be performed on each field on two (2) occasions (spring, early summer). Staff recommends an award to Sportsfields, Inc. (lowest proposal, see attached) to prep these fields at a cost of $38,500, with a 4% contingency of $1,540. President Pekau had comments. (refer to audio) I move to approve awarding preseason athletic field start-up work at Century, Liberty, Schussler, Doogan, and Eagle Ride II to Sportsfields, Inc. in the amount of $38,500, plus a contingency of $1,540, for a total not to exceed $40,040. AND To authorize the Village Manager to execute all related contracts, subject to Village Attorney review; AND To authorize the Village Manager to approve change orders not to exceed the contingency amount. A motion was made by Trustee Riordan, seconded by Trustee Kampas, that this matter be APPROVED. The motion carried by the following vote: Aye: 7- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski, and Village President Pekau Nay: 0 VILLAGE OF ORLAND PARK Page 15 of 17 Board of Trustees Meeting Minutes March 21, 2022 BOARD COMMENTS Trustees Riordan, Healy, Radaszewski, Katsenes, Milani, Kamps and President Pekau had Board comments. (refer to audio) EXECUTIVE SESSION I move to recess to a Closed Executive Session for the purpose of discussion of a) approval of minutes; b) the appointment, employment, compensation, discipline, performances or dismissal of specific village employees; c) setting a price for sale or lease of village property; d) pending litigation against, affecting or on behalf of the village or when found by the board that such action is probable or imminent. A motion was made by Trustee Kampas, seconded by Trustee Radaszewski, that this matter be APPROVED. The motion carried by the following vote: Aye: 7- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski, and Village President Pekau Nay: 0 RECONVENE BOARD MEETING The roll was called to reconvene the Regular Meeting and Trustees Healy, Katsenes, Milani, Kampas, Riordan, Radaszewski and President Pekau were present. Purpose of the Executive Session was for the discussion of a) approval of minutes; b) the appointment, employment, compensation, discipline, performances or dismissal of specific village employees; c) setting a price for sale or lease of village property; d) pending litigation against, affecting or on behalf of the village or when found by the board that such action is probable or imminent. Present: 7 - Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski and Village President Pekau Report on Executive Session and Action as a Result of, if any. 2022-0261 Release of Portions of Executive Session Minutes - January 2021 through June 2021 with Redactions I move to approve releasing for public inspection the Executive Session minutes from January 2021 through June 2021, except for portions thereof that are determined to be necessary to be kept confidential to protect the public interest or the privacy of an individual as discussed in Executive Session. A motion was made by Trustee Kampas, seconded by Trustee Milani, that this matter be APPROVED. The motion carried by the following vote: VILLAGE OF ORLAND PARK Page 16 of 17 Board of Trustees Meeting Minutes March 21, 2022 Aye: 7- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski, and Village President Pekau Nay: 0 2022-0262 Memorandum of Understanding & Settlement Agreement - Local 399 & Stacey Rafferty I move to approve the memorandum of understanding and settlement agreement by and between the Village of Orland Park, the International Union of Operating Engineers Local 399 and Stacy Rafferty. A motion was made by Trustee Milani, seconded by Trustee Kampas, that this matter be APPROVED. The motion carried by the following vote: Aye: 7- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski, and Village President Pekau Nay: 0 ADJOURNMENT: 8:53 P.M. A motion was made by Trustee Kampas, seconded by Trustee Milani, that this matter be ADJOURNED. The motion carried by the following vote: Aye: 7- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski, and Village President Pekau Nay: 0 2022-0263 Audio Recording for March 21, 2022 Board of Trustees Meeting NO ACTION /AS APPROVED: April 4, 2022 Respectfully Submitted, /s/ Patrick R. O'Sullivan Patrick R. O'Sullivan, Village Clerk VILLAGE OF ORLAND PARK Page 17 of 17