Village of Lincolnshire Committee of the Whole met June 22.
Here is the minutes provided by the committee:
Present:
Mayor Brandt Trustee Grujanac
Trustee Hancock Trustee Harms Muth
Trustee Leider Trustee Pantelis
Trustee Raizin Village Clerk Mastandrea
Village Attorney Simon Village Manager Burke
Chief of Police Leonas Treasurer/Finance Director Peterson
Public Works Director Woodbury Assistant Village Manager/Community & Economic Development Director Gilbertson
Assistant Public Works Director/Village
Engineer Dittrich
Utilities Superintendent Geib
*This was a remote video-conference meeting*
1.0 ROLL CALL
Mayor Brandt called the meeting to order at 7:25 p.m., and Village Manager Burke called the Roll.
2.0 ITEMS OF GENERAL BUSINESS
2.1 Planning, Zoning and Land Use
2.2 Finance and Administration
2.3 Public Works
2.31 Consideration of a Contract with Dukes Root Control at a Cost not to Exceed $56,265.00 for the Sanitary and Water Structure Rehabilitation Project (Village of Lincolnshire)
Assistant Public Works Director/Village Engineer Dittrich provided a summary of the proposed contract with Dukes Root Control at a cost not to exceed $56,265.00 for the Sanitary and Water Structure Rehabilitation Project.
It was the consensus of the Board to place this item on the Consent Agenda for approval at the next Regular Village Board Meeting.
2.32 Consideration of a Professional Service Contract with Concentric Integration Inc. for Installation of Supervisory, Control and Data Acquisition (SCADA) System Improvements at a Cost not to Exceed $206,700.00 (Village of Lincolnshire)
Assistant Public Works Director/Village Engineer Dittrich introduced newly hired Utilities Superintendent Maxwell Geib who will present this item.
Utilities Superintendent Geib provided a presentation of the proposed professional service contract with Concentric Integration Inc. for installation of Supervisory, Control and Data Acquisition (SCADA) System Improvements at a cost not to exceed $206,700.00. Utilities Superintendent Geib’s presentation included information on the current system, a comparison of past vs proposed future system features, new technology Public Works is hoping to install with this new system, budget impacts, and benefits of the new system.
Trustee Raizin asked with the rebates and other incentives, available from ComEd, is there an estimate on what the Village might save vs. the cost of the system. Utilities Superintendent Geib noted he did not have this information but is working with ComEd to get the estimated energy savings and rebate incentives.
Trustee Leider asked if this is an acceleration of funds into 2020.
Mayor Brandt noted this is accurate and since they are not doing the water main in the current year, this is being proposed. Trustee Leider clarified that this is just moving money around and not actually spending an additional $206,700.00 in the current year’s budget.
Trustee Harms Muth asked if this is a project that needs to be done right now in light of the current COVID-19 situation. Assistant Public Works Director/Village Engineer Dittrich stated staff is recommending this be done now because of some of the issues that have come up, staff not being able to predict future issues, and the desire for staff to implement this now instead of the water main project. Trustee Harms Muth asked if this should wait until after finances are discussed at the June 29 Special Committee of the Whole (SCOW) meeting. Village Manager Burke noted there is no vote tonight and the next Regular Village Board meeting to vote on this is not until after the SCOW meeting. Village Manger Burke stated if there is a Capital Project that should be pursued at this time, this would be one for health, safety, and welfare of the water system that would be strongly recommended by staff as a critical path project. Village Manager Burke stated when the Board looks at the financial forecast next week, the dollars associated with this project are still contemplated over the five year window. It is just a matter of spending in year one vs year three or four.
A discussion regarding the expenditures and possibly waiting until after the SCOW meeting to make the decision for a vote regarding this project followed.
Trustee Leider asked what the implications might be to postponing this project. Utilities Superintendent Geib stated if this is delayed, when it comes to ordering the parts and materials that need to be installed on the SCADA system, those get delayed and take some time. Repairs can take longer due to dated technology. If this does not get approved at the July 13 meeting, it could push the project past the end of the current year. A brief discussion regarding the timeline for the project followed.
It was the consensus of the Board to place this item on the Regular Village Board meeting under items of General Business for further discussion.
2.4 Public Safety
2.5 Parks and Recreation
2.51 Consideration and Discussion of Parks Master Plan (Village of Lincolnshire)
Public Works Director Woodbury provided a presentation of the proposed Parks Master Plan including action items related to the Capital Plan
Trustee Raizin asked if the recirculation splash pad option presented included the cost of the water. Public Works Director Woodbury stated it does not include the cost of the water. Mayor Brandt asked what the estimated annual cost would be for the water. Public Works Director Woodbury stated the estimated cost would be $110,000. Village
Manager Burke noted there would be a sewer cost as well that is not included in the estimate. Mayor Brandt asked if a splash pad is included in The St. James plans. Village Manager Burke stated there is a year-round splash pad included in The St. James. Trustee Grujanac asked if The St. James would be open to the public. The St. James would be open to the public with a per day fee. Several Trustees noted they did not believe a splash pad at North Park would be the best use for that space. Public Works Director Woodbury stated he would bring other options back to the Park Board for a recommendation to the Village Board. Trustees suggested possibly a stand-alone ice rink, turning this to green space, or possibly expanding the playground.
Public Works Director Woodbury continued the presentation of the proposed Parks Master Plan.
Mayor Brandt asked Public Works Director Woodbury if he had costs associated with the temporary ice rink that gets put up each year at North Park. Public Works Director Woodbury stated the liner is approximately $3,000 and gets replaced each year, there is staff time, and some other minimal costs.
Public Works Director Woodbury asked for Board direction on the Rivershire fence replacement presented due to safety issues. It was the consensus of the Board to bid out the fence replacement.
Trustee Raizin asked if dogs are allowed at Rivershire Park. Public Works Director Woodbury stated the code states dogs are not allowed in any Village park. Village Manager Burke noted dogs are allowed on the path system throughout the community.
Village Manager Burke noted Trustee Hancock sent him a request for one of the Park Master Plan concepts to consider as a dog park in the area of the Rivershire Park site. A discussion regarding consideration of the suggested area for a dog park followed.
Public Works Director Woodbury finalized his presentation.
Trustee Leider asked if the Park Board had some environmental standards and guiding principles in place. Public Works Director Woodbury stated the Parks Master Plan has a section of natural area maintenance standards. Trustees Leider and Grujanac suggested considering making this broader in terms of how the Village addresses environmental issues.
Mayor Brandt suggested putting a map on the website showing dog parks in the area that the forest preserve provides.
2.6 Judiciary and Personnel
3.0 UNFINISHED BUSINESS
3.11 Meetings - Phase 4 of the Restore Illinois Plan
Village Manager Burke provided statics regarding meetings under the Phase 4 Restore Illinois Plan and proposed resuming in-person Board meetings for the SCOW meeting at Village Hall. Village Manager Burke asked the Board if they can respond to him off-line if they are available to meet at the next Special Committee of the Whole meeting on June 29.
Trustee Raizin asked if masks would be required. Village Manager Burke stated if they are able to maintain 6’ social distancing, masks would not be required.
Trustee Leider asked if staff thought there would be better interaction if meeting in person. Trustee Leider suggested being conservative until after the 4th of July and meeting electronically for the June 29 SCOW meeting. Trustees Pantelis and Harms Muth expressed a budget meeting would be more effective in person. Trustees Grujanac, Leider, and Raizin indicated a preference to meet electronically. Village Attorney Simon stated if there is a quorum at Village Hall, then the regular remote meeting rules apply. The Board members could only attend remotely if they are absent for a lawful reason.
A conversation regarding having the SCOW meeting in person vs. online followed.
Village Manager Burke stated his opinion is the online meetings are a bit more challenging, but there will be more discussions to follow regarding the finances and Capital Plan. Village Manager Burke stated he would reach out to Trustee Hancock to get his input. If the SCOW meeting is online, staff would provide hard copies of the packet to make it easier for the Board to view the materials.
4.0 NEW BUSINESS
5.0 EXECUTIVE SESSION
6.0 ADJOURNMENT
Trustee Grujanac moved and Trustee Harms Muth seconded the motion to adjourn.
Upon a voice vote, the motion was approved unanimously and Mayor Brandt declared the meeting adjourned at 9:50 p.m.
https://www.lincolnshireil.gov/government/about/agendas-minutes-packets-video?format=raw&task=download&fid=2458
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