Village Board - Workshop Meeting

Village of Romeoville 1050 W Romeo Rd Meeting Minutes Wednesday, May 2, 2018 6:00 PM Village Hall Board Room 1050 W. Romeo Rd. Village Board - Workshop Meeting Village Board - Workshop Meeting Meeting Minutes May 2, 2018 1. CALL TO ORDER-Roll Call Present 7- Jose Chavez, Linda Palmiter, Ken Griffin, Dave Richards, Brian A. Clancy Sr., John Noak, and Trustee Lourdes Aguirre 2. POSTING OF COLORS-PLEDGE OF ALLEGIANCE 3. ITEMS FOR DISCUSSION Mayor Noak made a statement regarding the events of April 12th. He apologized for the situation. He met with the Police Department and assured them they have his full support. Everyone involved acted appropriately during this situation especially the two officers who performed their duty with complete professionalism. He commended the officers for what they did that evening. They are assets to our community. Everyone is human and makes mistakes. He looks forward to making a further statement once his case is final. Proclamation-Older Americans Month A motion was made by Chavez, seconded by Clancy, that this Proclamation be Accepted. The motion carried by the following vote: Aye: 6- Chavez, Palmiter, Griffin, Richards, Clancy, and Aguirre Non-voting: 1- Noak 18-2474 Swearing In of New Officer - Nicholas Szalinski Clerk Holloway gave the oath of office to Officer Szalinski. He thanked the Village for this opportunity. He is very proud to serve Romeoville. RES18-2484 A Resolution to Waive the Bid Process and Enter into a Contract for the FY18/19 Hot-Mix Asphalt Program Mr Bjork reported that this secures the unit prices for the 2018 Hot-Mix Asphalt Program, which includes the supplying of asphalt materials for the 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 Orange Crush, LLC. These prices were 3.4% lower overall. RES18-2485 A Resolution to Waive the Bid Process and Enter into a Contract for the 2018 Contractor Street Resurfacing Project Mr Bjork reported that as in previous years, a portion of the annual street resurfacing program has been contracted out. Proposals for this year's contractor street resurfacing project which includes Nottingham Ridge Subdivision, Marquette's Crossing West Subdivision and Marquette's Village of Romeoville Page 1 Printed on 6/5/2018 Village Board - Workshop Meeting Meeting Minutes May 2, 2018 Landings Subdivision where requested and received. The lowest proposal was received from Orange Crush LLC. The budgeted amount for the project was $1,000,000. The contract amount is for $897,848.90. 18-2475 Motion to approve and accept the transfer of funds of up to $2,000,000.00 from the General Corporate Fund (Fund 1) to the Facility Construction Fund (Fund 59) for the Fiscal Year Ended April 30, 2018. Mr Openchowski reported that the Village, prior to the transfer will have over an estimated $1.3 million in surplus General Corporate Funds and an estimated $26.4 million in Fund Balance. The transfer amount is estimated to be $1 million. The transfer will be recognized as part of the FY 17-18 financial statements. After the transfer, the General Corporate Fund will reflect an estimated surplus of $0.3 million and an estimated fund balance of $25.4 million. The final transfer amount will be determined after a number of year ending adjusting entries are made.The funds will be used for future Village facilities and capital projects. ORD18-1480 An Ordinance Amending Chapter 80-Traffic Schedules, Schedule V, of the Romeoville Code of Ordinances Pertaining to Stop Sign Intersections Chief Turvey reported that is for 3 intersections that are currently one way stop intersections that we are proposing to make 3 way stop intersections. The first one is Bodega and Monterey. The next is Helen and Wynbrooke. Finally, Ashbrook and Wyndcrest. We have had requests from residents in the area and from the Homeowners Associations. Mayor Noak stated that we continually evaluate intersections for safety purposes. RES18-2489 A Resolution Authorizing Waiving of Bids for Resurfacing Deer Crossing Park by George's Landscaping, Incorporated Ms Rajzer reported that this accepts the proposal for the replacement of the safety surfacing at Deer Crossing Park. The area to be resurfaced will be comprised of artificial turf with a five year warranty and the product has shown to have good durability in other playgrounds. George's Landscaping will complete the demolition of the area and their subcontractor, Imagine Nation, LLC, will install the turf over the existing rubber surface. The total cost will be $115,333. Also, Ms Rajzer reported that the next item accepts a proposal for a sitting area at Deer Crossing Park adjacent to the new concession stand. The work will include excavation, concrete curb banding, and paver brick work for a total cost of $35,509. The sitting area will include concession stand tables so that we can provide patrons with an area to sit while enjoying their Village of Romeoville Page 2 Printed on 6/5/2018 Village Board - Workshop Meeting Meeting Minutes May 2, 2018 food. RES18-2490 A Resolution Authorizing Waiving of Bids to Construct a Sitting Area at Deer Crossing Park by George's Landscaping, Incorporated See above. RES18-2492 A Resolution to Accept a Proposal with Wight & Company for Schematic Design Through Construction Administration Professional Services for the Redevelopment of Budler Park Ms Rajzer reported that Budler Park is now 17 years old. We are in need of renovations at this site. Renovations would include replacing the outdated playground equipment and adding some additional amenities such as new site furnishings. Drainage improvements will also be made to the site. The renovation of this site would bring the playground into ADA compliance and current safety standards. The scope of Wight and Company's services will include recommendations for playground equipment, playground containment curb, mulch for play surfacing, site furnishing, pedestrian circulation and landscaping. The proposal was for $22,700.00 which falls below the customary 10% of the total project cost. RES18-2493 A Resolution Approving an Intergovernmental Agreement with the City of Elmhurst and the Villages of Frankfort, Lemont, New Lenox, Shorewood and Westmont to Create the Governmental Insurance Network (GIN) Mr Vogel reported that this approves an IGA to create the Governmental Insurance Network (GIN) with the City of Elmhurst and the Villages of Frankfort, Lemont, New Lenox, Shorewood and Westmont. The purpose of GIN is to create a program through which member municipalities may cooperatively fund and administer insurance benefits provided to their employees, including health, life, dental and vision. The goal of GIN is to achieve savings in administrative costs and in the costs of obtaining insurance products for employee benefits programs. The resolution also approves the bylaws of the GIN. The bylaws will establish procedures by which the GIN will transact its business. Mr Gulden added that we have been working on this for a few months now. This is a good thing for the Village. It is good for the employees and for the Village. Trustee Chavez asked if other municipalities were asked to join. Mr Gulden replied that most other municipalities are already in pools. This is Village of Romeoville Page 3 Printed on 6/5/2018 Village Board - Workshop Meeting Meeting Minutes May 2, 2018 also through our current insurance broker. We want to be selective as all of the claims for every municipality affects us. We wanted municipalities that were committed to wellness. 4. ADJOURNMENT A motion was made by Griffin, seconded by Clancy, that this Meeting be Adjourned at 6:21 p.m. The motion carried by the following vote: Aye: 6- Chavez, Palmiter, Griffin, Richards, Clancy, and Aguirre Non-voting: 1- Noak Village of Romeoville Page 4 Printed on 6/5/2018