Board of Trustees

VILLAGE OF ORLAND PARK 14700 Ravinia Avenue Orland Park, IL 60462 www.orlandpark.org Meeting Minutes Monday, June 20, 2022 7:30 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 June 20, 2022 CALL TO ORDER/ROLL CALL Present: 7 - Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski and Village President Pekau VILLAGE CLERK'S OFFICE 2022-0489 Approval of the June 6, 2022, Regular Meeting Minutes The Minutes of the Regular Meeting of June 6, 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 June 6, 2022. A motion was made by Trustee Nelson Katsenes, 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 ACCOUNTS PAYABLE 2022-0484 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 June 7, 2022 through June 20, 2022 in the amount of $3,636,016.98. 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 Nay: 0 CONSENT AGENDA Trustee Healy requested that Item L. Village of Orland Park Leadership Development Program be removed from the Consent Agenda for a separate vote. Passed the Consent Agenda VILLAGE OF ORLAND PARK Page 2 of 25 Board of Trustees Meeting Minutes June 20, 2022 A motion was made by Trustee Kampas, seconded by Trustee Riordan, 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 2022-0477 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 June 10, 2022 in the amount of $1,386,051.93. This matter was APPROVED on the Consent Agenda. 2022-0467 2022 Neighborhood Road Improvement Program- Change Order #1 The 2022 Neighborhood Road Improvement Program (“Program”) includes the maintenance and reconstruction of various roadways/streets throughout the Village. Based upon the results of the FY2022 bid process, PT Ferro Construction Company of Joliet, Illinois was approved for the 2022 Program by the Village Board on April 18, 2022. The FY2021 Program’s final project quantities were below estimated quantities with a large portion of the savings being realized by better subgrade conditions than anticipated. The result was large savings in undercut quantities which can be reapplied in FY2022 Program to do more neighborhood roads. After evaluation of the Pavement Management Five (5) Year Plan and neighborhoods that missed the cut in FY2021, the following areas are recommended to be added to the 2022 Program - Treetop Drive & Shady Lane, and Golfview South (north of 157th Street). PT Ferro has advised that they are able to complete this change order work, at the same line item bid prices originally submitted for the 2022 Project. The total anticipated cost for this change order work, based on PT Ferro’s 2022 Program bid pricing, is $1,192,488.11. I move to approve Contract Change Order #1 with PT Ferro Construction Company of Joliet, Illinois in the amount not to exceed $1,192,488.11. This matter was APPROVED on the Consent Agenda. VILLAGE OF ORLAND PARK Page 3 of 25 Board of Trustees Meeting Minutes June 20, 2022 2022-0472 Intergovernmental Agreement with School District 135 for Placement of an Outdoor Weather Siren at Century Junior High School - Agreement The Village Board approved and budgeted for the replacement of the All Hazards Public Alerting Outdoor Warning Siren System in the FY2022 budget. The Village entered into a contract with Federal Signal Corporation to complete the project. In order to provide better coverage, Federal Signal proposed locating one of the sirens on the property located at Century Junior High School. Staff is in agreement with this proposed location. I move to approve the Intergovernmental Agreement between the Village of Orland Park and School District 135 to install an outdoor weather warning siren on School District 135 property at Century Junior High School. This matter was APPROVED on the Consent Agenda. 2022-0468 A/E Services for FLC Gymnasium A/C, Domestic Water Heaters, and BAS Upgrades The Public Works Department recently established Master Service Agreements (MSAs) for Professional MEP and Architectural Services with seven (7) firms based on RFQ 22-004. The MSAs allow the Village to request proposals from these pre-qualified firms for facility improvement projects from 2022-2024, with the option to extend any or all of those contracts for an additional two (2) years. The Board approved selected firms were Cordogan Clark Associates, Farnsworth Group Inc., Kluber Architects Engineers, Valdes Engineering Company, Tria Architecture, Williams Architects, and Robert Juris Associates Architects. On May 9, 2022, Public Works staff met with representatives from all seven (7) firms to discuss A/E Services for work related to FLC Gymnasium A/C, Domestic Water Heaters, and BAS Upgrades. Firms were asked to provide bid drawings/specifications for the installation of a new A/C system in the FLC Gymnasium, the replacement of two (2) non-functioning domestic water heaters, removal of one (1) functioning domestic hot water heater, and BAS Upgrades. The A/C system design should be based on the HVAC Study completed by Farnsworth Group in 2021. Sizing of the new domestic water heaters should be based on discussions with VOP staff. BAS improvements must be coordinated with the Village’s BAS provider, Automatic Building Controls (ABC). A/E work will be completed by August 15, 2022 and subsequently issued for bid. We anticipate the project completion date will extend into 2023. The full project scope of work is attached for reference, and a summary of the proposal prices is provided below. Proposal Summary Farnsworth Group Inc. - $34,234.00 Robert Juris Associates Architects - $47,170.00 Cordogan Clark Associates - $68,790.00 VILLAGE OF ORLAND PARK Page 4 of 25 Board of Trustees Meeting Minutes June 20, 2022 Kluber Architects Engineers - $74,944.00 Valdes Engineering Company - $79,920.00 Williams Architects - Opted to Not Submit a Proposal Tria Architecture - Opted to Not Submit a Proposal Based on proposal pricing, staff recommends approving the proposal from Farnsworth Group, Inc. for $34,234.00. A 10% ($3,423.40) contingency is requested to address change orders made necessary by circumstances not reasonably foreseeable at the time the proposal was signed for a total project cost of $37,657.40. I move to approve the proposal from Farnsworth Group, Inc. for A/E Services for a total amount not to exceed $37,657.40 ($34,234.00 plus a 10% contingency of $3,423.40); AND Authorize the Village Manager to execute all related contracts, subject to Village Attorney review; AND Allow the Village Manager to approve change orders not to exceed the contingency amount. This matter was APPROVED on the Consent Agenda. 2022-0469 A/E Services for SportsPlex RTUs, Indoor Fans, and BAS Upgrades The Public Works Department recently established Master Service Agreements (MSAs) for Professional MEP and Architectural Services with seven (7) firms based on RFQ 22-004. The MSAs allow the Village to request proposals from these pre-qualified firms for facility improvement projects from 2022-2024, with the option to extend any or all of those contracts for an additional two (2) years. The Board approved selected firms were Cordogan Clark Associates, Farnsworth Group Inc., Kluber Architects Engineers, Valdes Engineering Company, Tria Architecture, Williams Architects, and Robert Juris Associates Architects. On May 9, 2022, Public Works staff met with representatives from all seven (7) firms to discuss A/E Services for work related to SportsPlex RTUs, Indoor Fans, and BAS Upgrades. Firms were asked to provide bid drawings/specifications for the installation of two (2) new RTUs with dehumidification controls, multiple large indoor commercial ceiling fans, and BAS upgrades at SportsPlex. The RTU and fan designs will be based on discussions with VOP staff. BAS improvements must be coordinated with the Village’s preferred BAS provider, Automatic Building Controls (ABC). VILLAGE OF ORLAND PARK Page 5 of 25 Board of Trustees Meeting Minutes June 20, 2022 A/E work will be completed by August 15, 2022 and subsequently issued for bid. We anticipate the project completion date will extend into 2023. The full project scope of work is attached for reference and a summary of the proposal prices is provided below. Proposal Summary Farnsworth Group Inc. - $36,660.00 Robert Juris Associates Architects - $41,030.00 Cordogan Clark Associates - $44,460.00 Valdes Engineering Company - $60,700.00 Kluber Architects Engineers - $132,042.00 Williams Architects - Opted to Not Submit a Proposal Tria Architecture - Opted to Not Submit a Proposal Based on proposal pricing, staff recommends approving the proposal from Farnsworth Group, Inc. for $36,660.00. A 10% ($3,666.00) contingency is requested to address change orders made necessary by circumstances not reasonably foreseeable at the time the proposal was signed for a total project cost of $40,326.00. I move to approve the proposal from Farnsworth Group, Inc. for A/E Services for SportsPlex RTUs, Indoor Fans, and BAS Upgrades for a total amount not to exceed $40,326.00 ($36,660.00 plus a 10% contingency of $3,666.00); AND Authorize the Village Manager to execute all related contracts, subject to Village Attorney review; AND Allow the Village Manager to approve change orders not to exceed the contingency amount. This matter was APPROVED on the Consent Agenda. 2022-0256 Main Pumping Station Facility Improvement Project The Village of Orland Park’s Main Pumping Station (“MPS”), which was constructed in 1984, is the main source of water for the Village. The MPS pumps water directly from a 21.9MG reservoir, and distributes it throughout the Village. While there are redundancies in place for a variety of potential issues, the loss of any of the critical infrastructure at MPS would likely result in severe consequences for the community. The main pumps and other equipment located in MPS, which are vital to the conveyance, disinfection and monitoring of the Village’s drinking water, have been VILLAGE OF ORLAND PARK Page 6 of 25 Board of Trustees Meeting Minutes June 20, 2022 well-maintained over the years. Many of the other important building systems; however, including mechanical, plumbing, lighting, and HVAC, are original to the building and are nearing the end of their service life. Furthermore, MPS is not currently equipped with a chlorine scrubber, which is a system designed to contain and treat accidental releases of chlorine gas, nor a Building Automation System (BAS), which allows for the monitoring and control of HVAC, electrical, and mechanical systems. As such, the Public Works Department reached out to Trane, Inc., which offers “Turnkey Contracting and Engineering” HVAC solutions and Energy Savings Performance Contracting, utilizing the State of Illinois Master Purchasing Agreement (Contract #22-51 0CPOGS-B-25977) and OMNIA Cooperative Contract (#USC 15-JLP-023). Building engineers from Trane subsequently assessed the MPS building with Public Works Utility and Facility staff members to determine the most critical concerns related to the building’s mechanical, plumbing, lighting, and HVAC systems. Based on these discussions, a total of eight (8) scopes of work and associated cost estimates were developed. Public Works reviewed the proposed scopes of work, and determined that two (2) of the scopes were not as high of a priority as the remaining six (6). These six (6) scopes of work, which are summarized below and in the attached “Executive Summary”, represent repairs and upgrades that the Public Works Department believes are most critical to the long-term operation of the MPS building. As Trane, Inc. would act as the project engineer and general contractor, the scope of work includes full construction management, mechanical/electrical/structural engineering, installation and subcontracting, material shipping and storage, and a one (1) year labor and materials warranty. A summary of the project cost estimates is provided below: Cost Estimate Summary Scope #1 - Replace Existing Air Handling/Condensing Unit Estimate: $265,000.00 Scope #2 - Replace Boiler, Pumps, and Re-Pipe Boiler Room Estimate: $240,000.00 Scope #3 - Replacement/Rework of Finned Tube (FT) Estimate: $140,000.00 Scope #4 - Replace Roof Exhaust Fans and Louvers Estimate: $330,000.00 Scope #6 - Controls/BAS Estimate: $50,000.00 Scope #8 - Chlorine (CL2) Scrubber Estimate: $280,000.00 Total Cost Estimate of Scopes 1,2,3,4,6 and 8: $1,305,000.00 VILLAGE OF ORLAND PARK Page 7 of 25 Board of Trustees Meeting Minutes June 20, 2022 The next step for this project would be for the Village to provide a Letter of Commitment to Trane, Inc. for desired scopes of work. The Letter of Commitment would authorize Trane to move to the Proposal Stage, in which Trane would complete a full set of project design plans and provide the Village with a cost proposal for the execution of those plans, based on the State of Illinois Master Purchasing Agreement (Contract #22-51 0CPOGS-B-25977) and OMNIA Cooperative Contract (#USC 15-JLP-023). As part of the Letter of Commitment, which is attached for review, the Village would commit to reimburse Trane for the engineering costs of $28,750.00 associated with the design plans if project does not move forward after the Proposal Stage. As the Village would own the engineering documents developed by Trane, should the Village opt to not move forward with Trane as the General Contractor for the project, the Village would be able to use those plans as bid documents. If the Village opts to move forward after the Proposal Stage with Trane, Inc. as the project General Contractor, then all associated engineering costs would be included in the stated proposal pricing. Based on their initial scope estimates, the projects are not to exceed $1,305,000.00 as a project budget figure. During the design processes, opportunities to reduce this cost will be factored. Approval to proceed with the final MPS Facility project plans and proposal from Trane, Inc. would require a separate review and approval by the Village Board of Trustees. I move to approve the use of the State of Illinois Master Purchasing Agreement (Contract #22-51 0CPOGS-B-25977) and OMNIA Cooperative Contract (#USC 15-JLP-023); AND Approve the “Letter of Commitment - Main Pumping Station Facility Improvements” with Trane, Inc. dated June 9, 2022; AND Approve to reimburse Trane for the engineering costs of $28,750.00 associated with the design plans if the project does not move forward after the Proposal Stage; AND Authorize the Village Manager to execute all related contracts, subject to Village Attorney review. This matter was APPROVED on the Consent Agenda. 2022-0491 SportsPlex Barrel Roof Re-Coating - RFP 22-036 VILLAGE OF ORLAND PARK Page 8 of 25 Board of Trustees Meeting Minutes June 20, 2022 The Orland Park SportsPlex is a twenty-two (22) year old indoor athletics facility. The roof system is composed of a polyvinylchloride (PVC) membrane over polyisocyanurate (ISO) insulation over steel roof decking. The roof system is original to the structure. Due to the age of the facility, and the roof approaching the end of its anticipated service life, a Roof Analysis Inspection (RAI) was conducted in 2021 by Tremco, Inc. to assess the roof and provide service recommendations. It should be noted that the SportsPlex roof system is broken up into ten (10) independent roof areas. The three (3) largest roof areas are barrel designs with drainage to gutters; these areas account for 80% of the total roof area (56,025 SF total). The RAI concluded that the barrel roofs should be restored as soon as possible with a roof restoration/re-coating system, and that a moisture survey should be conducted to assess the underlying roof structure for moisture damage. Subsequently, an infrared moisture survey was performed at SportsPlex on the evening of April 23rd, 2022, to locate any saturated subsurface roofing materials. The survey concluded that the barrel roof areas were free of saturated roofing materials, and that no additional repairs were needed outside of re-coating the roof membrane. As such, on May 24, 2022, the Village issued Request for Proposal (RFP) 22-036 “SportsPlex Barrel Roof Re-Coating” requesting bids from contractors interested re-coating all three (3) barrel roof areas at SportsPlex. Repairs to the other seven (7) roof areas are anticipated for 2023. The Village worked with a representative from GAF Roofing to complete the specifications for this project. On June 1, 2022, an optional pre-bid meeting was held at SportsPlex, which representatives from seven (7) firms attended. During the three (3) weeks that the bid was open for review, twenty-one (21) vendors downloaded either partial or complete bid packages. RFP 22-036 was opened on June 14, 2022, at which point five (5) firms had submitted proposals. All qualifying bid packages and an audit of the bid submittals are attached for reference. A summary of the proposal prices is provided below: Proposal Summary Solaris Roofing Solutions, Inc. - $299,700.00 Taza Construciton DBA Of Tiles in Style, LLC - $389,786.00 L. Marshall, Inc. - $427,000.00 Combined Roofing Services, LLC - $497,150.00 TORI Construction, Inc. - $532,192.00 Based on pricing and firm qualifications, staff recommends approving the proposal from Solaris Roofing Solutions, Inc. for $299,700.00. The Village has contracted with Solaris Roofing Solutions for regular roof maintenance for over a VILLAGE OF ORLAND PARK Page 9 of 25 Board of Trustees Meeting Minutes June 20, 2022 decade. During that time, Solaris has provided excellent customer service and high quality work. Solaris is also a Master Select Commercial Roofing Contractor for GAF, which is the Village’s preferred roof re-coating product. A 10% ($29,970.00) contingency is requested to address change orders made necessary by circumstances not reasonably foreseeable at the time the proposal was signed. I move to approve awarding RFP 22-036 to Solaris Roofing Solutions, Inc. of Elburn, IL for a total amount not to exceed $329,670.00 ($299,700.00 plus a 10% contingency of $29,970.00); AND Authorize the Village Manager to execute all related contracts, subject to Village Attorney review; AND Allow the Village Manager to approve change orders not to exceed the contingency amount. This matter was APPROVED on the Consent Agenda. 2022-0492 Third Addendum to Inducement Agreement - BMW of Orland Park The Zeigler Auto Group is a family-owned and operated retail automotive dealership headquartered in Kalamazoo, Michigan. Zeigler has been the owner of the Orland Park BMW dealership since 2013, as well as the Nissan and Infiniti dealerships since 2016. BMW is undergoing a project that includes the construction of a parking lot expansion. The expansion is to be located at 10902 W. 159th Street (the vacant parcel immediately east of the existing BMW dealership). Zeigler anticipates that the parking expansion will increase its sales capacity and will accommodate additional inventory. On September 8, 2020, the Village Board of Trustees approved a sales tax sharing Inducement Agreement with Zeigler for the project. Zeigler will receive a 50/50 sales tax sharing above a base amount of $495,534.58 (BMW’s 2015-2019 average sales tax generation). If Zeigler BMW does not increase sales, and thus sales tax, above the base amount, then it would not collect any sales tax sharing. This is consistent with other sales tax sharing agreements the Village has authorized. The following is a summary of the proposed terms: -BMW Parking Lot Expansion Project - anticipated to be not less than $4,500,000. -50% of incremental sales tax sharing above the base sales tax amount of VILLAGE OF ORLAND PARK Page 10 of 25 Board of Trustees Meeting Minutes June 20, 2022 $495,534.58 (base sales tax would remain 100% Village of Orland Park). -Ten-year term - this is consistent with previous Inducement Agreements. -Payments will be made quarterly by the Village of Orland Park, as the increment is produced and paid by the State of Illinois. -Compliance with all Village of Orland Park zoning, building and other applicable codes is required. The project has experienced delays due to various circumstances, including but not limited to material and labor shortages. The Third Addendum to the Inducement Agreement extends the completion date of the parking lot project from June 30, 2022 to July 31, 2022. I move to approve the third addendum to a sales tax sharing inducement agreement with Zeigler BMW as outlined above. This matter was APPROVED on the Consent Agenda. 2022-0399 ORDINANCE AUTHORIZING ANNEXATION AND DEVELOPMENT AGREEMENT (ALDI INC. - 11200 W. 179TH STREET) On December 13, 2021, the Board of Trustees granted approval of the preliminary plans for the development petition for Aldi Orland Park. (Legistar ID 2021-0425). On May 16, 2022 a public hearing was conducted at the meeting of the Village Board of Trustees to consider the petition for annexation parcels 2 through 4 of the proposed development. The ordinance for the annexation agreement if now before the Board of Trustees for consideration. I move to adopt an Ordinance 5723, entitled “Ordinance Authorizing Annexation and Development Agreement (Aldi Inc. - 11200 W. 179th Street)” and to authorize staff to execute the agreement. This matter was APPROVED on the Consent Agenda. 2022-0498 ORDINANCE REZONING CERTAIN PROPERTY AND GRANTING A SPECIAL USE PERMIT WITH VARIANCES (ALDI ORLAND PARK - 11200 W. 179TH STREET) On December 20, 2021, the Board of Trustees granted approval of the preliminary plans for the development petition for Aldi Orland Park. On May 16, 2022, a public hearing was conducted at the meeting of the Village Board of Trustees to consider the petition for annexation parcels 2 through 4 of the proposed development. (Legistar ID 2022-0399). At this time, Final Engineering Plans, Final Landscape Plans, and Final Elevations adhering to the conditions of the preliminary approvals have been reviewed by Staff and are approved for substantial compliance with the VILLAGE OF ORLAND PARK Page 11 of 25 Board of Trustees Meeting Minutes June 20, 2022 preliminary plans approved by the Board and compliance with the Land Development Code. The Final Site Plan, Final Landscape Plan, and Final Elevations are now before the Board of Trustees to grant final approval. This is now before the Board of Trustees for adoption of an ordinance for the special use permit. I move to adopt Ordinance 5724, entitled: ORDINANCE REZONING CERTAIN PROPERTY AND GRANTING A SPECIAL USE PERMIT WITH VARIANCES (ALDI ORLAND PARK - 11200 W. 179TH STREET). This matter was PASSED on the Consent Agenda. 2022-0485 Rech Entertainment Company LLC, Service Contract for the 2022 Centennial Park West Concert Series Rech Entertainment offers a full menu of entertainment services specializing in talent buying to full scale concert production including back of house, event management and audio/visual services. Past productions produced by Rech include Aretha Franklin, the Zac Brown Band, BB King, Ringo Star and John Legend. In 2021, Rech successfully provided consulting and back of house services including security, artist hospitality, stage hands, backline preparations and all artist related logistics. The services provided by Rech, enabled Village staff to focus on front of house productions including the entry gate, ticket sales, crowd control, sponsor and vendor logistics, beer and wine sales. Staff recommends entering into an agreement with Rech Entertainment for the 2022 Centennial Park West Concert Series to provide contract and rider services, including all labor associated with artist hospitality, back of house stage production, security, stage hands and backline prep at total cost of $28,248. I move to waive the bids and approve entering into an agreement with Rech entertainment provide contract and rider services; to hire, coordinate and oversee all artist hospitality and back of house stage production services including security, stage hands and backline prep, at a cost not to exceed $28,248 for the 2022 Centennial Park West Concert Series; AND To authorize the Village Manager to execute all related contracts, subject to Village Attorney review. This matter was APPROVED on the Consent Agenda. 2022-0493 Village of Orland Park Leadership Development Program The continuous evolution and success of any organization is linked to the VILLAGE OF ORLAND PARK Page 12 of 25 Board of Trustees Meeting Minutes June 20, 2022 continuous growth and evolution of its leadership. The Village of Orland Park has identified a need to enhance existing leadership development and to plan for succession for leadership level positions. The organization has undergone a lot of change during the past few years. Many employees, including key leadership staff took advantage of an early retirement incentive which resulted in wholesale replacement of key staff. This provided an opportunity to rebuild an organizational infrastructure from the ground up. The culture of the organization is on a path in which the mindset goes from "leaders are a select few in the organization" to "everyone can and should be a leader." Ultimately, if every member of the organization is leading from where they are, it will allow us to leverage the power of five highly effective practices: 1. Find the voice of the organization and connect and align accordingly (a.k.a. lead with purpose). 2. Execute our strategy with excellence. 3. Unleash and engage people to do infinitely more than they imagined they could. 4. Be the most trusted organization possible. 5. Create fervent loyalty with all stakeholders. Additionally, turnover rates at the leadership level - in both public and private sector organizations - are at a historic high as members of the baby boomer generation are now reaching retirement age. A shortage of qualified leaders and competition for talent, make planning for leadership succession a priority for organizational sustainability and institutional effectiveness. Given the number of new leaders and the potential for turnover at the top levels of the Village, VOP will accelerate development of potential and current leaders to “build the bench” of candidates prepared to meet the leadership challenges of the future. To this end, it is recommended that VOP supplement its foundation of current leadership development programs by offering developmental planning and coaching targeted for potential and current leaders. The following are the next steps: Developmental planning for leaders. Create intentional developmental plans and provide coaching for potential leaders. The proposed program: - Creates a partnership in which executives coach and support leaders identified in creating and implementing individualized developmental plans. - Develop a managerial skill set in coaching and developmental planning that can be applied in the future to support continued development of the leadership pipeline at all levels. VILLAGE OF ORLAND PARK Page 13 of 25 Board of Trustees Meeting Minutes June 20, 2022 Leverage current leadership development programs. - Expand support for conferences and other opportunities to develop networks, and learn from best practice. - Support participation in external executive development programs as appropriate for potential leaders who have availed themselves of VOP’s developmental programs. Emphasize core leadership competencies in current leadership development. Continue the learning. Expand on currently offered leadership workshops to provide ongoing opportunities for leadership development. Provide increased visibility for leadership development. Engage executives in defining ways to raise the profile of VOP’s leadership development programs and provide increased opportunity and visibility for leadership candidates as well. Be strategic in making developmental and interim assignments - Leverage developmental and interim assignments for greatest impact and success. The attached Strategy and Tactics documents provide an outline for the Village’s new Leadership Development Program. The development program will be for both formal and informal leaders - anyone who can influence the actions of others. Strategy - Leadership Development Plan This document defines a leadership level management assessment and development process to leverage leadership development programs and to strengthen professional development planning for current and future leaders. Tactics - Leadership Development Plan This document serves as a point of reference for a standard set of leader attributes so that, as an organization, we are singing from the same song book. Individual Leadership Development Plans Everyone has different strengths and areas where they can improve. As a tool for guiding continuous leadership growth, current and future leaders will be asked to develop individual leadership development plans. Here is a link <https://acrobat.adobe.com/link/track? uri=urn:aaid:scds:US:7b6b781c-9971-4af6-8d6c-15141e1a4b85> to sample document. Resources The Strategy and Tactics documents serve as an outline for the VOP Leadership Development Program. In order to implement the plan, a number of resources VILLAGE OF ORLAND PARK Page 14 of 25 Board of Trustees Meeting Minutes June 20, 2022 would be incorporated, including: -Executive coaching (communications) - Attached is a proposal from Bill Durkin who is an executive coach with 30 years of experience. This engagement would include group training as well as individualized one-on-one coaching. This will include leadership assessment. -Franklin Covey - They provide online, on-demand training <https://www.franklincovey.com/engage-with-us/all-access-pass/>. This option provides the flexibility for training from a well-respected company. The cost is $335 per person. -Situational Leadership - The Ken Blanchard Companies provides online, on-demand training in Situational Leadership <https://www.kenblanchard.com/Solutions/SLII>. The cost is $195 per person plus the cost for a train-the-trainer element. -Thayer Leadership - The Thayer Leadership Development Group is an educational institution on the grounds of the United States Military Academy (U.S.M.A.) at West Point. Thayer's approach to leadership development was founded on the Army's leadership philosophy of "Be, Know, Do" which focuses on creating complete leaders through the development of character, knowledge, and application. -Lean Office Training - This would address a number of leadership core competencies. Toyota created the Lean 5S system, a method of organizing and maintaining neat and clutter-free manufacturing facilities that encouraged productivity. Many office environments have also adopted the Lean 5S which is a systematic way of organizing workplaces by eliminating waste, improving flow, and reducing the number of processes where possible. Staff is seeking a consulting proposal from the Lean Enterprise Institute Inc., a nonprofit organization founded by management expert James P. Womack, PhD., in order to incorporate lean practices. As research director of MIT’s International Motor Vehicle Program, Womack led the research team that coined the term “lean production” to describe Toyota’s business system. -Media and Presentation Skills Training - This would address a number of leadership core competencies. Leaders convey the mission, vision and values of the organization. Leaders must be well-prepared to face key constituencies and the media when needed. Additionally, this consulting resource will be used for the creation and execution of the Village's Strategic Communication Plan. -Leadership Lessons from Great Films - A great film can teach leadership lessons because it involves participants, providing a mirror in which they can see-and critique-their own leadership behavior. VILLAGE OF ORLAND PARK Page 15 of 25 Board of Trustees Meeting Minutes June 20, 2022 -NeoGov Learn Module - As part of the Tyler HCM implementation, the Village will transition from ICIMS to NeoGov, which was previously approved by the Village Board. A component of NeoGov is its learning management system which will be used to centralize training tracking as well as provide both compliance and other training opportunities in an on-demand format. The above is a sampling of the resources that will be explored; however, we will not be limited to these learning opportunities. We will seek to incorporate as many of the learning solutions as possible listed below to provide a rich learning environment for the employee: - Self-paced micro-learning - Similar to some of the training listed above. - Informal, small group discussions - Training in an informal, small group format utilizing readily available resources. - Complementary leadership mentoring - This type of mentoring pairs potential leaders with leaders who are strong in the competencies they are weak in. - Job shadowing - This allows the employee to get a realistic view of how a job flows. It also presents an opportunity to meet key stakeholders, and understand the challenges on the job. - Job rotation - The employee assumes new roles for a period of three to six months, often for a temporary period. - Professional development course - These are usually 2-3-day trainings for a particular skill or competency. - Professional certifications - Employees may need to acquire and maintain professional certifications to perform in certain roles and be deemed credible by their peers. Trustee Healy noted that he would be abstaining from voting due to a conflict of interest. I move to approve the Strategy and Tactics of the Village of Orland Park Leadership Development Program; AND To approve training resources for the Village of Orland Park Leadership Development Program as articulated in this agenda report; AND VILLAGE OF ORLAND PARK Page 16 of 25 Board of Trustees Meeting Minutes June 20, 2022 To authorize the Village Manager to execute an agreement, subject to Village Attorney review, with One Positive Place, in the submitted proposal amount for executive communication coaching. A motion was made by Trustee Milani, seconded by Trustee Kampas, that this matter be APPROVED. The motion carried by the following vote: Aye: 6- Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski, and Village President Pekau Nay: 0 Abstain: 1- Trustee Healy PUBLIC WORKS 2022-0464 Main Pump Station Pump #3 Replacement Engineering - Bid Award The Main Pump Station (MPS) was constructed at 8800 Thistlewood Drive in 1984, for the conveyance of Chicago water via Oak Lawn. The original pump configuration had four (4) 200HP pumps and two (2) spots available for additional pumps in the future. In the early 1990’s, the station was upgraded with two (2) 300 HP pumps in addition to the original four (4) 200HP pumps. In 2006, the west reservoir addition was built to increase storage capacity, and two (2) of the original pumps were upgraded to 300HP pumps to increase pumping capacity. The MPS currently has four (4) 300 HP pumps and two (2) 200 HP Pumps. Due to the age of the oldest 300HP pumps, it is Staff’s recommendation to replace Pump #3 in FY 2023 and Pump #4 in FY 2024. A request for Engineering went out to eight (8) prequalified firms for the Pump #3 replacement. Three (3) firms submitted proposals for the project, a summary of which is below. Greeley & Hansen Engineering of Chicago, IL - $31,835.00 Christopher Burke Engineering, Ltd. of Rosemont, IL - $57,948.00 Baxter & Woodman, Inc. of Mokena, IL - $79,915.00 Greeley and Hansen is the original designer of the MPS, and was our Resident Engineer for all the subsequent upgrades. Greeley and Hansen's intimate knowledge and thorough understanding of our system is a vital asset. Based on those factors plus the excellent past experiences with the firm, Staff recommends them as the best choice for this project. Public Works will utilize the existing Master Agreement Professional Engineering Services for this project. I move to approve accepting the proposal from Greeley and Hansen of Chicago, Illinois for Main Pump Station Pump #3 Replacement Engineering Services for a cost of $31,835.00, plus a 10% contingency of $3,183.50, for a total not to exceed VILLAGE OF ORLAND PARK Page 17 of 25 Board of Trustees Meeting Minutes June 20, 2022 $35,018.50; AND Authorize the Village Manager to approve change orders not to exceed the contingency amount; AND To authorize the Village Manager to execute all related contracts subject to Village Attorney review. A motion was made by Trustee Riordan, seconded by Trustee Healy, 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 2022-0465 Storm Water Detention Basin Evaluation of Private Ponds to Develop Deficiencies - Engineering Master Agreement Various portions of the private storm water system are aging and developing maintenance and other related issues, which will require attention and substantial investment from private property owners. On May 6th, 2022, the Public Works Department issued a Request for Proposals (RFP) to evaluate storm water detention basin deficiencies that are privately owned. This evaluation will be of three hundred twenty-one (321) privately-owned storm water basins of which one hundred fifty-one (151) are dry basins and one hundred seventy (170) wet basins. The inspection of each detention basin will include structures, shoreline erosion, energy dissipation, settling, water quality, sedimentation, volume/capacity, encroachment, vegetation, wildlife management, adjacent land uses, one (1) hour of property owner consultation, and informational webpage. The summary report will detail the condition of each basin, and develop short-term and long-term restoration projects that will be provided to the owners of the private ponds. It will include photo documentation of notable issues or major concerns that will need to be addressed in a timely manner. The results of the evaluation will be submitted to Public Works for staff review, and to assist private pond owners to restore their detention basins. The Firm selected will also answer questions and serve as a guide to those property owners. The RFP was sent out to the seven (7) prequalified consultants, and five (5) proposals were received. A summary of the proposals is below. Engineering Resource Associates of Warrenville, IL - $131,309.00 Thomas Engineering of Aurora, IL - $145,000.00 VILLAGE OF ORLAND PARK Page 18 of 25 Board of Trustees Meeting Minutes June 20, 2022 Christopher B. Burke Engineering, Ltd. of Rosemont, IL - $193,000.00 Baxter and Woodman of Crystal Lake, IL - $288,750.00 V3 Companies of Woodridge IL - $294,340.00 Public Works will utilize the existing Master Agreement Professional Engineering Services for this project. Trustee Riordan had questions. (refer to audio) President Pekau, Public Works Director Joel Van Essen and Village Manager George Koczwara responded to Trustee Riordan. (refer to audio) Trustee Riordan and President Pekau had comments. Director Van Essen responded to their comments. (refer to audio) I move to approve the Private Storm Water Detention Basin Evaluation proposal submitted by Engineering Resource Associates for $131,309.00, plus a 10% contingency of $13,130.90, for a total not to exceed $144,439.90; AND Authorize the Village Manager to approve change orders not to exceed the contingency amount; AND To authorize the Village Manager to execute all related contracts subject to Village Attorney review. 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 2022-0466 Baseball Field Lighting at Centennial Field #5 Every year, the Streets Division faces the challenge of maintaining lighting at Centennial Park’s baseball fields. The challenges include renting equipment that can reach seventy (70) feet in height to make needed repairs, at a cost approximately $2,000 per week; and the fields get soft after it rains, preventing the equipment from being able to drive onto the field. Additionally, Little League Baseball has created lighting standards for the baseball fields, which currently our fields do not meet. By upgrading the equipment to LED lighting, the fields will meet the standards, which can be found on the Little League website. VILLAGE OF ORLAND PARK Page 19 of 25 Board of Trustees Meeting Minutes June 20, 2022 In order to begin the process of upgrading the field lighting, Staff identified Ballfield #5 for FY2022 replacement, and met with a Co-Op Sourcewell vendor, Musco Sports Lighting LLC. The Musco lighting system is a proven system that offers long-term reliability above their competitors, with a twenty-five (25) year warranty, including parts and labor. Musco would conduct all maintenance at no additional charge to the Village, and would allow Street personnel to concentrate on other street maintenance functions. Musco’s cost for upgrading Ballfield #5 is $215,000.00. Currently, Centennial Baseball fields #6-9 are equipped with non-LED Musco lighting, but are under warranty through Musco. Staff has found service through Musco on these lights to be exceptional. The new system offers control of their lighting via their control link system, which allows Village staff to control the lighting with a mobile app, but also offers proactive monitoring by Musco. All outages, last minute changes, or any other problems with the system are handled immediately by Musco. An additional benefit of upgrading Ballfield #5 now is an opportunity for a rebate from ComEd. The proposed LED lighting uses DLC fixtures, which are approved for the ComEd rebate. The Village has already received preliminary approval for this rebate, estimated to be around $20,000.00. Ideally, Staff would like to upgrade all ballfields in this manner over the next few years. President Pekau had questions. (refer to audio) Director of Public Works Joel Van Essen responded to President Pekau. (refer to audio) I move to approve the use of Sourcewell Contract # 071619-MSL for quote 186371 dated June 09, 2022 from Musco Sports Lighting LLC for LED Lighting and installation at Centennial Park Ballfield #5 for $215,000.00; 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 2022-0217 Village Hall Finance North Renovation - ITB 22-026 VILLAGE OF ORLAND PARK Page 20 of 25 Board of Trustees Meeting Minutes June 20, 2022 On April 14, 2022, the Village issued Invitation to Bid (ITB) 22-026 “Village Hall Finance North Renovation,” requesting bids for the renovation of Village Hall Finance North, including office reconfigurations, rezoning of the HVAC system, and electrical modifications. During the two (2) weeks that the bid was open for review, twenty-two (22) firms downloaded either partial or complete bid packages. On April 22, 2022, a mandatory pre-bid meeting was held at the Village Hall Finance Department, which representatives from eight (8) firms attended. ITB 22-026 was opened on May 4, 2022, at which point two (2) firms had submitted bids. For comparison purposes, a cost estimate was also requested from CORE Construction, who the Village has worked with previously on Job Order Contracting (JOC) projects. The CORE Construction estimate was provided verbally to Public Works Staff. Qualifying bid packages, details regarding the CORE estimate, a project scope of work, and an audit of the bid submittals are attached for reference. A summary of the bid prices received for this project is provided below: Krause Construction, Inc. TOTAL: $186,996.00 Ward Contracting and Building Restoration, Inc. TOTAL: $242,000.00 CORE Construction (Estimate) TOTAL: $267,000.00 Based on pricing, staff recommends approving the bid from Krause Construction, Inc. of Blue Island, IL for the Village Hall Finance North Renovation project for $186,996.00. A 10% ($18,699.60) contingency is requested to address change orders made necessary by circumstances not reasonably foreseeable at the time the contract was signed, for a total project cost of $205,695.60. It should be noted that representative from Krause Construction attended the mandatory pre-bid meeting. Completion of the renovation is anticipated during the Summer, 2022. Outside of the ITB Scope of Work, is the installation of new carpeting for Finance North after the repair work is complete. As such, the Public Works Department obtained a Sourcewell co-op proposal from Empire Today, LLC based on Sourcewell Contract #080819-SII for $11,449.82 for the installation of carpet tile and base molding that was previously purchased by the Village. Empire Today, LLC also installed the carpeting during the renovation of Finance South in 2021 based on the same Sourcewell contract pricing. President Pekau had comments. (refer to audio) VILLAGE OF ORLAND PARK Page 21 of 25 Board of Trustees Meeting Minutes June 20, 2022 Village Manager George Koczwara responded to President Pekau's comments. (refer to audio) I move to approve awarding ITB 22-026 to Krause Construction, Inc. of Blue Island, IL for a total amount not to exceed $205,695.60 ($186,996.00 plus a 5% contingency of $18,699.60); AND Authorize the Village Manager to execute all related contracts, subject to Village Attorney review; AND Allow the Village Manager to approve change orders not to exceed the contingency amount. A motion was made by Trustee Nelson Katsenes, 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 ENGINEERING 2022-0460 104th Avenue Multi-Use Path Intergovernmental Agreement with Cook County Department of Transportation and Highways (CCDoTH) The Village of Orland Park had a goal to complete the multi-use path gap along the east side of 104th Avenue from 159th Street to 163rd Place. A signalized crossing at 159th Street and 104th Avenue was coordinated with the Illinois Department of Transportation (IDOT) with the 159th Street widening project in anticipation of the construction of the 104th Avenue multi-use path. In an effort to get the project to construction, the Engineering Programs and Services Department (EPS) applied for Illinois Transportation Enhancement Program (ITEP) funds and received a grant for $1,352.250.00. In order to fund the construction costs of the project further, EPS worked with the Cook County Department of Transportation and Highways (CCDoTH) and received an additional $486,500.00 of Motor Fuel Tax (MFT) funding for construction and construction engineering. The total grant funding for the project is $1,838,750.00. All construction and construction engineering costs above the total grant value will be paid by the Village, which has been budgeted in the FY 2022 CIP budget. In order to secure the CCDoTH funding, the Village is required to sign an Intergovernmental Agreement (IGA) with CCDoTH for the project. The agreement has been reviewed by Village legal team and staff. VILLAGE OF ORLAND PARK Page 22 of 25 Board of Trustees Meeting Minutes June 20, 2022 The project is scheduled to be bid on Friday, June 17, 2022, through IDOT. I move to approve the Intergovernmental Agreement by and between the Village of Orland Park and the Cook County Department of Transportation and Highways (CCDoTH) for the construction of the 104th Avenue Multi-Use Path from 159th Street to 163rd Place in Orland Park, Illinois. A motion was made by Trustee Milani, 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 2022-0474 RFP #22-024 - 94th Avenue and 159th Street Traffic Intersection Safety Study Award The intersection of 94th Avenue and 159th Street has had a significant number of crashes on a yearly basis. The 2014 to 2018 data shows approximately 150 accidents at the intersection. The majority of the accidents are rear-end and turning vehicles types of accidents. The intersection is under three different jurisdictions: Illinois Department of Transportation (IDOT) - 159th Street (east and west approaches), Orland Park - 94th Avenue north approach and Cook County Department of Transportation and Highways (CCDoTH) - 94th Avenue south approach. An RFP (#22-024) was issued on March 24, 2022 seeking qualified firms to conduct a comprehensive safety and crash analyses of the intersection to identify accident patterns and recommend improvements that will reduce the number and severity of accidents and improve the safety of pedestrians and motorists at and near the intersection. The Village received four (4) proposals for the project and scored them as follows: Score Fee DAMA Consultants, Inc. 97 $49,710.00 V3 Companies, Ltd. 94* $18,880.00 Gandhi & Associates, Inc. 89* $24,000.00 Baxter & Woodman, Inc. 86** $194,118.00 Because of confusion relative to the deliverables for this project, staff recommends that this RFP be rejected, and, instead, a new RFP be reissued. President Pekau and Trustee Radaszewski had questions. (refer to audio) Director of Engineering and Program Services Khurshid Hoda, Village Attorney Dennis Walsh and Village Manager George Koczwara responded to President VILLAGE OF ORLAND PARK Page 23 of 25 Board of Trustees Meeting Minutes June 20, 2022 Pekau and Trustee Radaszewski. (refer to audio) I move to approve rejecting the proposals submitted for RFP #22-024, 94th Avenue and 159th Street Traffic Safety Study, and issue a new RFP. 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 BOARD COMMENTS Trustees Riordan, Healy, Radaszewski, Kampas, Milani, Katsenes 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) the purchase or lease of real property for the use of the village; 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 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 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) the purchase or lease of real property for the use of the village; 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 ADJOURNMENT: 9:42 P.M. VILLAGE OF ORLAND PARK Page 24 of 25 Board of Trustees Meeting Minutes June 20, 2022 A motion was made by Trustee Milani, seconded by Trustee Kampas, 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 2022-0520 Audio Recording for June 20, 2022, Board of Trustees Meeting NO ACTION /AS APPROVED: July 5, 2022 Respectfully Submitted, /s/ Patrick R. O'Sullivan Patrick R. O'Sullivan, Village Clerk VILLAGE OF ORLAND PARK Page 25 of 25