Village Board - Workshop Meeting

Village of Romeoville 1050 W Romeo Rd Meeting Minutes Wednesday, April 19, 2017 6:00 PM Village Hall Board Room 1050 W. Romeo Rd. Village Board - Workshop Meeting Village Board - Workshop Meeting Meeting Minutes April 19, 2017 1. CALL TO ORDER-Roll Call Present 7- Jose Chavez, Linda Palmiter, Ken Griffin, Dave Richards, Brian A. Clancy Sr., John Noak, and Lourdes Aguirre 2. POSTING OF COLORS-PLEDGE OF ALLEGIANCE 3. ITEMS FOR DISCUSSION 17-2351 Badge Pinning/Swearing in FF/PM Brad Olson Clerk Holloway gave the oath of office to Firefighter/Paramedic Brad Olson. Brad thanked the Village for giving him this opportunity. He also thanked his wife and family and friends. He looks forward to many years working for the Village. ORD17-1362 Adopting the Annual Operating Budget for the Fiscal Year 2017-2018 for the Village of Romeoville, Will County, Illinois Mr Openchowski gave the attached Budget presentation. Mayor Noak stated that this is a great effort by all involved. This is a balanced budget with no new fees or taxes and no new borrowing. We are below what the average homeowner was paying for the Village's portion in 2008. We look forward to another strong year. Trustee Chavez stated that our EAV went up, that is a big plus. Kudos to all those involved. He can't wait to see the new parks being built. Also, he wanted residents to note that this is a living document. Nothing is set in stone. Trustee Richards thanked everyone who worked on this. Obtaining grant money has been crucial to help us to get projects done. We have been able to keep taxes down while providing exceptional services. Mr. Gulden stated that we provide a lot of services to our residents. Compliments to the Board for giving us the tools to provide these services. RES17-2292 Resolution Evidencing the Intention of The Village Of Romeoville, Will County, Illinois, to Issue Industrial Revenue and Single Family Mortgage Revenue Bonds and Related Matters. Mr Openchowski reported that the Village receives Industrial Revenue Bond (Volume Cap) authority of $100.00 per person. This years authority is $3,971,900. The Village has traditionally used its Volume Cap to participate in the Assist First Time Home Buyer Program over the last Village of Romeoville Page 1 Printed on 5/4/2017 Village Board - Workshop Meeting Meeting Minutes April 19, 2017 thirteen years if no other projects had need of it. The program provides first time homebuyers with a below market fixed rate mortgage and a cash gift which is used to offset closing costs and as part of the down payment. The Volume Cap authority is used to issue bonds to fund the program. The bonds are not a debt of the Village or any of the participating communities. Mayor Noak stated that this is not issuing debt to the Village. RES17-2289 A Resolution to Waive the Bid Process and Accept the Price Quote For Directional Boring of Drain Pipe along Beacon Avenue Mr Bjork reported that Public Works has $175,000 allocated for the installation of storm sewer along the 400 block of Montrose Dr. to address the safety concerns resulting from sump discharge water flowing to the pavement and icing up in the curve near 423 Montrose. Originally these monies were slated for the construction of a storm sewer along Beacon Ave. to collect the stormwater discharge from the Valley View School District property, but the issue at Montrose Dr was given higher priority. The drainage pipe along Montrose Dr has been effective at collecting the water that was causing the icing conditions at the bend in Montrose Dr. and was constructed for a fraction of the estimated cost. As a result, monies remain in the budget for the Beacon Ave. sewer improvements. Tri-Tech Electric has provided a quote to bore the PVC drainage pipe in the Beacon Ave. parkway. Steve Spies Construction will then connect the upstream end of the pipe to the manhole from the Valley View property and the downstream end to the storm manhole at Ambassador Ave. and place intermittent manholes/clean outs along the length of the pipe. The total cost will be $46,835.50. Mayor Noak stated that this is an innovative way to approach this issue. Trustee Chavez asked what size pipe and the response was 6 inch. RES17-2290 A Resolution to Waive the Bid Process and Enter into a Contract for the FY17/18 Concrete Repair Program Mr Bjork reported that proposals were solicited from four prequalified contractors for the 2017 Concrete Repair Program. The lowest unit prices were received from Globe Construction. The contract establishes unit prices for the various items of work. The total quantities of the items of work and the total contract value shall be as determined by the actual quantities of work performed in the field. Mayor Noak stated that mobilization is key. It is nice to see that they continue to be consistent with their costs. RES17-2291 A Resolution to Waive the Bid Process and Accept the Proposal Village of Romeoville Page 2 Printed on 5/4/2017 Village Board - Workshop Meeting Meeting Minutes April 19, 2017 from Water Well Solutions for the Installation of an Abrasion-Resistant Pump and Motor at Well No. 11 at Carillon Mr Bjork reported that the well pump at Well No. 11 at Carillon nearly experienced catastrophic failure recently due to the admittance of sand into the pump. Long term solutions to the sandy conditions at this well that have been considered are further development of the well, for which significant expense would have been incurred and likely would have resulted in little improvement in the conditions and the operation of the well based on past results, or installation of a variable frequency drive to lessen the turbulent conditions creating the stirring up of the sand during pump turn on, the cost of which would be in excess of $500,000 and could not be accommodated by the budget at this time. Continued operation of this well is critical. The one workable solution was determined to be the installation of pumping equipment specifically designed to operate in sand producing wells. Several months ago, Water Well Solutions was the low bidder and was awarded the contract for the evaluation of Well No. 9. As their equipment is already mobilized at the site, they were enlisted to pull the Well No. 11 pump and replace it. Mayor Noak stated that it is nice to get this out of the way. Trustee Richards stated that they were the low bidder for the prior work and the response was yes. Trustee Chavez asked if this has occurred at other wells and the response was yes at our Schmidt well. We were able to put a filter on that one. We are unable to do that to this one. RES17-2296 Resolution Awarding of the Contract for the 2016/17 Water Main Rehabilitation Program Mr Bjork reported that a bid letting for the Water Main Lining program was held on April 13, 2017. Concurrently, a bid letting for water main replacement via directional boring was also held. The two projects were let for the purpose of evaluating the two methods side by side to determine the most advantageous method to be employed by the Village. The bidder with the overall lowest and most advantageous bid was Len Cox & Sons Excavating for the directional drilling method. Mayor Noak stated that this is on the older lines. We continue to get more life out of these lines by doing this. Mr. Bjork agreed. Trustee Chavez asked if this is both sides of the 600 block of Montrose. Mr Bjork stated that this is along the parkway on Montrose and will then move over to the next one on Lynn. He added that we are concentrating on the areas with the most extensive break history. Trustee Chavez asked if Village of Romeoville Page 3 Printed on 5/4/2017 Village Board - Workshop Meeting Meeting Minutes April 19, 2017 the residents will have water pressure issue and the response was that it could possibly improve. Trustee Clancy asked if this goes hand in hand with the lining which will make the pipe smoother and Mr Bjork stated that this is different than the lining but the pipes will be very smooth. Trustee Clancy then thanked Mr Bjork for using a local company. RES17-2297 A Resolution to Authorize Construction Services for the Completion of Phase I and Phase II for Discovery Park Ms. Rajzer reported that last September, the development for Discovery Park was approved. At the time, the Mayor and Board approved the plans for the park design, irrigation and engineering in addition to the permitting, bidding and construction phase. Hitchcock Design Group went out for bids on our behalf. The lowest bidder Copenhaver Construction has since rescinded their bid therefore, the second lowest bidder is J. Russ & Company, Inc. The development of the site will include five athletic fields, three half basketball courts, two sand volleyball courts, two sets of beanbag toss games, a trail system and interpretive signage and overlook, landscape restoration and storm water management. There will also be an extension of Highpoint Dr. to the park entrance. Construction will start May 1st with a completion date of September 15, 2017. Mayor Noak stated that this is greatly needed. It is nice to be able to get this going. Trustee Chavez asked about the walking paths, are they paved. Ms Rajzer replied that the inner paths ( through the spine area) are concrete and the walking paths are asphalt. RES17-2295 A Resolution Waiving the Public Bidding Process and Authorizing a Contract with Tyler Technologies - HR Module (Current Vendor) Mrs Caldwell reported that the current software used for HR and Finance is through Tyler Technologies. The current inspection module will no longer be supported, therefore, we are required to upgrade. There is also a significant upgrade to the HR module. Mayor Noak stated that we continue to upgrade our systems with the latest technology. 4. ADJOURNMENT A motion was made by Clancy, seconded by Griffin, that this Meeting be Adjourned at 6:51 p.m. The motion carried by the following vote: Village of Romeoville Page 4 Printed on 5/4/2017 Village Board - Workshop Meeting Meeting Minutes April 19, 2017 Aye: 6- Chavez, Palmiter, Griffin, Richards, Clancy, and Aguirre Non-voting: 1- Noak Village of Romeoville Page 5 Printed on 5/4/2017