Village Board - Workshop Meeting

Village of Romeoville 1050 W Romeo Rd Meeting Minutes Wednesday, June 8, 2016 6:03 PM Village Hall Board Room 1050 W. Romeo Rd. Village Board - Workshop Meeting Village Board - Workshop Meeting Meeting Minutes June 8, 2016 1. CALL TO ORDER-Roll Call Present 7- Jose Chavez, Linda Palmiter, Ken Griffin, Dave Richards, Sue A. Micklevitz, Brian A. Clancy Sr., and John Noak 2. POSTING OF COLORS-PLEDGE OF ALLEGIANCE 3. ITEMS FOR DISCUSSION 16-2232 Citizen's Police Academy Graduation The Citizen's Police Academy graduates were recognized. RES16-2125 Resolution Supporting Submission of an Application to the Illinois Department of Transportation (IDOT) For Funding Under the 2016 Illinois Transportation Enhancement Program (ITEP) Romeoville, Illinois Mr Zabrocki reported that the Village is requesting supplemental ITEP funding for 80% of the pedestrian/bicycle facilities and 50% of the lighting costs for the Metra Station project located at the southwest corner of 135th Street and New Avenue. A total of $435,000 is being requested of which $138,000 would be the Romeoville local match. The FY 16-17 budget includes funding for the Village's share of said improvements. Trustee Micklevitz asked if we are limited in what we can include in the grant because it is an ITEP grant and the response was yes. She than asked is there confidence that we will receive the funds if awarded as it is a federal grant and the response was yes. Mayor Noak stated that this is a great connection project. This is a very competitive grant. Trustee Chavez asked why it is 80% for some portions of the grant and 50% for others. Mr Zabrocki responded that is ITEP's criteria he is unsure why some have higher percentages than others. He added that we are shooting for the November 4th bid letting. Mr Gulden asked Mr Zabrocki to clarify where we are in the process. He replied all of the Phase II documents are with IDOT now. If all goes as planned we will hit that November 4th letting. Once that happens, it should be a Spring, 2017 start date. RES16-2130 A Resolution Waiving the Public Bidding Process and Authorizing a Contract for the FY16/17 Hot-Mix Asphalt Program Mr Bjork reported that this is to secure unit prices for the 2016 hot-mix asphalt program which includes the supplying of asphalt materials for the Village of Romeoville Page 1 Printed on 6/16/2016 Village Board - Workshop Meeting Meeting Minutes June 8, 2016 annual in-house asphalt street resurfacing program. Because of the material delivery component of the contract, proposals were solicited from the suppliers which are located the closest distance to the Village. The lowest unit prices were received from K-5 Construction Corporation. Trustee Micklevtiz asked if we fluctuate between the two providers that bid as they are the closest to us and Mr Bjork replied that usually Orange Crush is the lowest bidder but this year K-5 was. Trustee Chavez asked if their facility is in Lemont and Mr Bjork replied yes they have a location in Lemont, but their asphalt facility is closer to us. RES16-2131 A Resolution Waiving the Public Bidding Process and Authorizing a Contract for the Wesglen Subdivision Neighborhoods 4 & 8 and Malibu Bay Subdivision Resurfacing Project Mr Bjork reported that as in previous years, a portion of the annual street resurfacing program has been contracted out. Proposals for the Wesglen Subdivision neighborhoods 4 and 8 and Malibu Bay Subdivision resurfacing project were received from four local paving contractors. The lowest proposal was received from Gallagher Asphalt Corporation. ORD16-1288 An Ordinance Declaring “Surplus Funds” in the Marquette Tax Increment Finance District Mr. Openchowski reported that the Village, when forming the Downtown TIF budget and amending the Marquette TIF budget, determined that 80% of the projected remaining Marquette TIF property tax revenues would be needed for Marquette and/or Downtown TIF projects. The remaining 20% would be surplus that then has to be returned to the taxing bodies within the TIF. However, with the extension of the Marquette TIF, the Village has determined that a 50% surplus can be declared for Tax Levy years 2008-2012 and 30% for Tax Levy years 2013-2024. The surplus distributions must be made to all of the taxing bodies at the same time and are distributed based on the property tax rate. The Village sends the funds to Will County who then distributes the funds to the various taxing bodies. The total distribution is for $817,044.26. Trustee Micklevtiz stated that the reason we went from 20% to 30% was so that the taxing bodies would agree with the extension and Mr Openchowki agreed with that. Mr Gulden added that the House wanted sign offs from all of the taxing bodies in order for us to get the extension and this was the agreement to get the sign offs. It is a win/win for all involved. RES16-2124 A Resolution Waiving the Public Bidding Process and Authorizing a Contract With Robinette Demolition Inc Village of Romeoville Page 2 Printed on 6/16/2016 Village Board - Workshop Meeting Meeting Minutes June 8, 2016 for Demolition of 17 Alexander Mrs Caldwell reported that the Village has recently purchased the property at 17 Alexander. The Village has no use for the current building, therefore we are recommending the demolition of the building. We are anticipating to use this as extra parking for the Edward Hospital Athletic and Event Center. Robinette Demolition was the low proposal in the amount of $31,050. Trustee Richards asked if this was budgeted and the response was yes. Trustee Micklevitz appreciates that even though we waive the bids we did receive a couple of proposals for this. RES16-2129 A Resolution Waiving the Public Bidding Process and Authorizing a Contract for Landscaping - ComEd Property - Veterans Parkway Mrs Caldwell reported that due to the proximity of the ComEd station to the Misty Ridge neighborhood, we are requesting to increase the landscaping to provide a better buffer for the residential area as well as enhance one of the gateways into the Village. J. Hassert Landscaping provided the lowest proposal in an amount not to exceed $106,000. Mayor Noak stated that this is a good project to dress this area up. Trustee Chavez asked if we know if this is fully operational and the response was they are hoping to go live by mid to late June. They are testing it now. Trustee Richards asked how confident we are that the landscaping and sound barrier plans will satisfy the residents and the response was we did beef up the landscaping closest to the houses to create a buffer. RES16-2132 A Resolution Waiving the Public Bidding Process and Authorizing a Contract for Uptown Square Outlot Improvement Mrs Caldwell reported that as part of the redevelopment of Uptown Square there are several common areas as well as streetscapes along Phelps and Alexander that need to be completed. As the PAL Group is onsite and doing their improvements on Outlot 2, we are requesting the Board waive the bid process and authorize a contract with them to complete these areas for a not to exceed amount of $214,000. Trustee Micklevitz clarified that this is brick pavers, landscaping etc. and Mrs Caldwell agreed. Trustee Richards asked if the center section is a continuation coming off of Village of Romeoville Page 3 Printed on 6/16/2016 Village Board - Workshop Meeting Meeting Minutes June 8, 2016 the Athletic Center and she showed the Board exactly where this is on the map. RES16-2123 A Resolution Authorizing the Waiving of Bids for the Provision of Apparel for the Village Department of Parks and Recreation (Programs and Staff) for a One Year Term and Authorizing a Contract for the Same with Bwm Global Mr Vogel reported that this resolution waives the applicable bidding process and accepts a proposal from BMW Global to provide apparel for the Village Parks and Recreation Department programs and staff for a term beginning June 1, 2016 and ending May 31, 2017. Apparel to be provided includes t-shirts, polo shirts, sweatshirts, and fleece jackets. Last fiscal year, the Parks and Recreation Department went out to bid for this purpose and the bid was awarded to this same vendor. The department was pleased with their service and product. 4. ADJOURNMENT A motion was made by Griffin, seconded by Clancy, that this Meeting be Adjourned at 6:40 p.m.. The motion carried by the following vote: Aye: 6- Chavez, Palmiter, Griffin, Richards, Micklevitz, and Clancy Non-voting: 1- Noak Village of Romeoville Page 4 Printed on 6/16/2016