Committee of the Whole

VILLAGE OF ORLAND PARK 14700 Ravinia Avenue Orland Park, IL 60462 www.orlandpark.org Meeting Minutes Monday, March 1, 2021 6:00 PM Village Hall Committee of the Whole Village President Keith Pekau Village Clerk John C. Mehalek Trustees, Kathleen M. Fenton, James V. Dodge, Jr., Daniel T. Calandriello, William R. Healy, Cynthia Nelson Katsenes, and Michael R. Milani Committee of the Whole Meeting Minutes March 1, 2021 CALL TO ORDER/ROLL CALL The meeting was called to order at 6:00 P.M. Present: 6 - President Pekau; Trustee Fenton; Trustee Dodge; Trustee Healy; Trustee Nelson Katsenes and Trustee Milani Absent: 1 - Trustee Calandriello APPROVAL OF MINUTES 2021-0149 Approval of the February 1, 2021, Committee of the Whole Minutes I move to approve the Minutes of the Regular Meeting of the Committee of the Whole of February 1, 2021. A motion was made by Trustee Fenton, seconded by Trustee Dodge, that this matter be APPROVED. The motion carried by the following vote: Aye: 6- President Pekau, Trustee Fenton, Trustee Dodge, Trustee Healy, Trustee Nelson Katsenes, and Trustee Milani Nay: 0 Absent: 1- Trustee Calandriello ITEMS FOR SEPARATE ACTION 2020-0405 2021 Asphalt Pavement Maintenance - Bid Award The 2021 Asphalt Pavement Maintenance project is comprised of the required maintenance upkeep for Village facility parking lots, multi-use paths and a large amount of asphalt roadway patching at various locations throughout the Village. The parking lot maintenance includes patching, crack sealing, seal coating and striping as needed per location. For 2021, the locations targeted for various maintenance activities are listed below. Attached to the Committee Packet Exhibit A provides detailed maps of the individual sites and Exhibit B shows the site locations throughout the Village. 1. Civic Center: patch, re-stripe, replace garbage enclosure concrete pad 2. Centennial Park: patch (paths & lots), re-stripe, resurface paths 3. Heritage Park: sealcoat, re-stripe 4. History Museum (with Frontier Park): sealcoat, re-stripe 5. John Humphrey Complex: resurface south entry drive and lot adjacent to school, re-stripe all parking 6. All Four Metra Lots: re-stripe 7. Ravinia Avenue: multi-use path overlays 8. Schussler Park: resurface Golfview Drive east lot (nearest park play equipment) and 88th Avenue lot, add sidewalk 9. Sportsplex: sealcoat, re-stripe VILLAGE OF ORLAND PARK Page 2 of 10 Committee of the Whole Meeting Minutes March 1, 2021 10. Spring Creek/Doctor Marsh: pedestrian path overlay 11. Veterans Park: resurface, add sidewalk extension The above Village parking lots vary in age, use and condition. Public Works staff has gathered information through numerous site visits to identify existing conditions and arrive at the maintenance needs for the indicated 2021 locations. In order to aid in these determinations, the Village’s pavement maintenance consultant, Applied Research Associates, performed a comprehensive parking lot evaluation in 2018. This evaluation established a baseline condition and objective ratings for ongoing maintenance prioritization. The ARA evaluation continues to be a useful tool in managing the lot maintenance. Numerous multi-use paths are spread throughout the Village. Targeted path resurfacing for 2021 include Centennial Park (southwest terminus to new path crossing at 104th Avenue & 159th Street), Ravinia Avenue (south of Police station to Ravinia wetlands) and Spring Creek Subdivision (151st Street from Spring Creek Park to LeGrand Drive). An invitation to bid, identified as ITB 21-011 “2021 Asphalt Pavement Maintenance,” was published on the BidNet Direct website from February 1st until February 18th. BidNet data indicates thirteen (13) vendors downloaded all documents for the bid and six (6) vendors partially downloaded documents. A total of 131 vendors viewed the solicitation on BidNet Direct. On Monday, February 22 at 11:00am, six (6) sealed bids were opened by the Clerk’s Office for the project. Bids were received from: Matthew Paving Inc. Oak Lawn, Illinois- $542,546.25 Lindahl Brothers Inc. of Bensenville, Illinois- $596,071.50 M&J Asphalt Paving Company Inc. of Cicero, Illinois- $603,220.50 Austin Tyler Construction Inc., of Elwood, Illinois- $664,961.00 Advantage Paving Solutions Inc. of Joliet, Illinois- $689, 581.78 PT Ferro Construction Company of Joliet, Illinois- $706,503.83 Attached to the Committee Packet Exhibit C ITB 21-011 Bid Tabulation and Responsiveness Check Sheet for grand total pricing submitted by each bidder above. Matthew Paving Inc. of Oak Lawn, Illinois was identified as the lowest responsible bidder for the 2021 Asphalt Pavement Maintenance project with a grand total cost of $542,546.25 per attached to the Committee Packet Exhibit D Bidder Summary Sheet. This cost is below Public Works staff’s estimate of $731,268.50 for the aforementioned project work areas. The budgeted amount for this project totals $755,000.00. Matthew Paving Inc. of Oak Lawn, Illinois has successfully performed numerous asphalt maintenance projects in the Village over a period of several years. Most notably, Matthew Paving Inc. constructed the Orland Trail multi-use path through the ComEd high tension line corridor, the Stellwagen Farm VILLAGE OF ORLAND PARK Page 3 of 10 Committee of the Whole Meeting Minutes March 1, 2021 multi-use path loop and the Cook County Forest Preserve District Orland Grasslands multi-use path network. The remaining funds would address additional planned projects or new unforeseen projects. The planned projects include resurfacing of Mallard Landing paths from Wood Duck Lane to Great Egret Drive for an estimate of $40,000 and path from Great Egret Drive to Deer Run Drive for $40,000 and connecting new pavilions in parks to existing paths or $10,000. Additional parking lots improvements include ADA improvements for Sportsplex sidewalk on west side for $20,000, resurfacing 153rd parking lot by ballfields for $70,000, resealing Village Hall parking lot for $20,000, and patching deteriorated spots in the northeast Centennial parking lot for $30,000. These additional projects totally an estimate of $230,000 would be issued based on unit pricing provided by the contractor. If an unforeseen project was identified with higher priority than these projects, it would replace one of these projects. It is staff's recommendation that Matthew Paving Inc. Oak Lawn, Illinois be awarded the 2021 Asphalt Pavement Maintenance project in the amount of $546,546.25 plus a contingency of $212,453.75. The competitive unit pricing bid by Matthew Paving Inc. of Oak Lawn, Illinois provides for a sizeable contingency to undertake additional roadway patching, parking lot maintenance and pedestrian path maintenance throughout the Village. Trustee Dodge asked a question. (refer to audio) Village Manager George Koczwara made a comment. (refer to audio) Director of Public Works Joel Van Essen presented the item. (refer to audio) Village Manager Koczwara made a comment. (refer to audio) Trustee Dodge asked a question. (refer to audio) Village Manager Koczwara made a comment. (refer to audio) I move to recommend to the Village Board to accept the bid from Matthew Paving Inc. of Oak Lawn, Illinois for the 2021 Asphalt Pavement Maintenance project in an amount not to exceed $755,000.00 ($542,546.25 plus $212,453.75 contingency). A motion was made by Trustee Fenton, seconded by Trustee Dodge, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. The motion carried by the following vote: Aye: 6- President Pekau, Trustee Fenton, Trustee Dodge, Trustee Healy, Trustee Nelson Katsenes, and Trustee Milani Nay: 0 Absent: 1- Trustee Calandriello VILLAGE OF ORLAND PARK Page 4 of 10 Committee of the Whole Meeting Minutes March 1, 2021 2021-0156 Title 7, Chapter 15 Tobacco License - Proposed Amendments Village staff has recently seen an increase in the amount of inquiries regarding opening a tobacco or alternative nicotine product store. The provisions in the Village code currently require that no establishment selling tobacco products be located within 100 feet of any school, child care facility, library or any other business that provides any education or recreational programs for persons under the age of eighteen (”Designated Uses”). As such, when an inquiry is received to open this type of establishment, staff researches the selected property for compliance with these provisions. If a site does not meet the criteria, the applicant will continue to search for sites that meet their needs. After review of recent requests, a large number of requests are being denied because they are too close in proximity to these other institutions. As such, a significant amount of staff time is being spent on these initial inquiries. These amendments are being brought to the Committee of the Whole to discuss if a cap on the number of tobacco licenses would be supported. The intent of the amendments would to institute license classifications and limit the number of licenses in each classification. The proposed classifications would be as follows: Accessory Tobacco Sales: A retail establishment in which the sale of other non-tobacco-related and non-alternative-nicotine-related products is the primary function. Tobacco Store: A retail establishment whose primary function is the sale of tobacco-related and/or alternative nicotine products, where the sale of other products is merely incidental. Currently, there are 24 licenses that fit the description for accessory tobacco sales and 12 that fit the description of a tobacco store. Similar to the processing of liquor licenses, if one of these locations closed the number of licenses would have to be reduced and an additional license would be granted only if approved by the Village Board of Trustees. Furthermore, additional clarification amendments are proposed to assist staff when determining if a prospective accessory tobacco store or tobacco store meets the spacing requirements. Without the following amendments, staff will continue to encounter challenges in the interpretation of the existing code language: 1) In instances where a tobacco store, or accessory tobacco store, is greater than 100 feet from one of the Designated Uses due only to the width of the right-of-way, then the retailer shall not have a storefront that faces one of the designated uses. When such a location exists and does not have a storefront that VILLAGE OF ORLAND PARK Page 5 of 10 Committee of the Whole Meeting Minutes March 1, 2021 faces the institution, no signage or business identifying markers shall be installed on the façade facing such institutions. 2) Tobacco or alternative nicotine product retailer and distributors shall not be located within one thousand (1,000) feet of another licensed tobacco or alternative nicotine product retailer or distributor. 3) No tobacco or alternative nicotine product retailer and/or distributor shall be located on the same property, or within the same contiguous commercial center, as any business that provides any education or recreational programs for persons under the age of eighteen (18) years (i.e. tutoring, dance classes, athletic training, etc.). Director of Development Services Ed Lelo presented the item. (refer to audio) Trustee Fenton asked questions and Director Lelo responded to Trustee Fenton's questions. (refer to audio) Mayor Pekau made a comment. (refer to audio) I move to recommend to the Village Board of Trustees to approve amendments to Title 7, Chapter 15 of the Orland Park Village Code as presented above. A motion was made by Trustee Milani, seconded by Trustee Nelson Katsenes, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. The motion carried by the following vote: Aye: 6- President Pekau, Trustee Fenton, Trustee Dodge, Trustee Healy, Trustee Nelson Katsenes, and Trustee Milani Nay: 0 Absent: 1- Trustee Calandriello 2021-0153 Review of the Village’s Investment Program, Investment Advisors and Investment Policy Investment Policy The Village Board last modified the Village’s investment policy in 2017. Since that time, there have been some changes in State law that require changes to the Village’s investment policy. This policy is reviewed by staff annually. With the change in law, it is a good time to make the required changes and make other clarifications within the investment policy. The proposed changes to the investment policy are generally minor in nature. Proposed changes include the following: · Clarifying statements to further explain various components of the policy. · Updated NASD to FINRA. In 2007, NASD merged with the regulation, enforcement, and arbitration arm of the New York Stock Exchange to form the VILLAGE OF ORLAND PARK Page 6 of 10 Committee of the Whole Meeting Minutes March 1, 2021 Financial Industry Regulatory Authority (FINRA). · Clarified three types of available investments (Interest bearing savings accounts/CDs as defined by FDIC, Short term corporate paper, Money Market Mutual Funds) · Limiting corporate paper to maturities of 270 days or less (law allows up to 3 years) · Updating performance standards to consistent terminology of “yield” rather than “rate of return.” · Describe the Illinois Sustainable Investing Act, which requires that the governments consider environmental, social and governance considerations as a factor in the investment portfolio. · Collateral will be required at 105% (rather than 110%) of fair market value of assets. · The Village will not directly invest in securities maturing more than three years (changed from two years) for general investments, unless they are matched to a specific cash flow requirement. Investments of a longer maturities may be approved by the Village Board. · The Village will record adjustments to reflect current market value of investments (mark to market) on a quarterly basis. This discussion will also include an overview of the Village’s current investment program. Investment objectives The Village’s investment objectives in order of priority are: 1. Legality 2. Safety 3. Liquidity 4. Yield. Legality We work closely with our investment advisors to ensure that we are investing in legally permitted investment vehicles. They are well versed in the limitations and Village policies that direct our investment program. Safety Our investment portfolio is constructed of the highest level of secure assets, typically backed by the full faith and credit of the United States Federal Government, by F.D.I.C. Insurance, or in the case of our funds on hand at our operating bank, secured by collateral securities held by another institution in our name. When selecting CD’s or other investments, we invest in highly rated entities, which provides another level of security that that the principle remains secure. Liquidity It is imperative that the Village’s investment portfolio have some level of liquidity. VILLAGE OF ORLAND PARK Page 7 of 10 Committee of the Whole Meeting Minutes March 1, 2021 This is accomplished by purchasing investment vehicles that can be liquidated within a few days, and also by structuring an investment portfolio with laddered maturities. We also can prepare a cash flow forecast based on anticipated revenues and expenses, such as property taxes and payrolls. These forecasts help identify when we will have excess investable cash, and when we will need that cash for operational purposes. Yield Once an investment vehicle meets all above criteria, we consider yield on that investment. The Village is not legally allowed to invest in equities, and the universe of permitted investments is generally related to very secure, fixed income securities. There are a few strategies to increase yield on investments, such as increasing the duration of investments. These adjustments are done with appropriate care and caution to keep funds relatively liquid, or so the Village had regular maturities in the event we need additional cash. Current Investment Portfolio The Village's Investment Advisory firms are PMA Financial Network, LLC and Hammond Investment Management. The Village currently holds investments at PMA Financial Network, LLC (46.8% of assets), Hammond Investment Management (14.1%), Illinois Funds [Illinois State Treasurer's Investment Pool] (5.3%), and holds bank balances at BMO, our operating bank, (33.8%) as follows: PMA Village Funds: $19,950,000 PMA MST TIF: $13,906,000 Hammond Village Funds: $6,759,000 Hammond MST TIF: $3,426,000 Illinois Funds: $3,836,000 BMO (all accounts): $29,516,000 Trustee Dodge asked a question. (refer to audio) Village Manager George Koczwara made a comment. (refer to audio) Director of Finance Kevin Wachtel presented the item. (refer to audio) Trustee Healy asked questions and Director Wachtel responded to Trustee Healy's questions. (refer to audio) Trustee Dodge asked questions and Director Wachtel responded to Trustee Dodge's questions. (refer to audio) Trustee Dodge made comments and asked a question. (refer to audio) VILLAGE OF ORLAND PARK Page 8 of 10 Committee of the Whole Meeting Minutes March 1, 2021 Director Wachtel made a comment. (refer to audio) Mayor Pekau made a comment. (refer to audio) Trustee Dodge made a comment. (refer to audio) I move to recommend that the Village Board Adopt A Resolution Adopting an Investment Policy And Approving Investment Advisory Firms. A motion was made by Trustee Nelson Katsenes, seconded by Trustee Milani, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. The motion carried by the following vote: Aye: 6- President Pekau, Trustee Fenton, Trustee Dodge, Trustee Healy, Trustee Nelson Katsenes, and Trustee Milani Nay: 0 Absent: 1- Trustee Calandriello VILLAGE OF ORLAND PARK Page 9 of 10 Committee of the Whole Meeting Minutes March 1, 2021 ADJOURNMENT: 6:28 P.M. A motion was made by Trustee Fenton, seconded by Trustee Nelson Katsenes, that this matter be ADJOURNED. The motion carried by the following vote: Aye: 6- President Pekau, Trustee Fenton, Trustee Dodge, Trustee Healy, Trustee Nelson Katsenes, and Trustee Milani Nay: 0 Absent: 1- Trustee Calandriello /LI Approved: March 15, 2021 2021-0173 Audio Recording for the March 1, 2021, Committee of the Whole Meeting. NO ACTION Respectfully Submitted, /s/ John C. Mehalek John C. Mehalek, Village Clerk VILLAGE OF ORLAND PARK Page 10 of 10