Village of Lincolnshire Village Board met Oct. 13.
Here is the minutes provided by the board:
1.0 ROLL CALL
Mayor Brandt called the meeting to order at 7:00 p.m., and Village Manager Burke called the Roll.
2.0 PLEDGE OF ALLEGIANCE
3.0 REPORTS OF OFFICERS
3.1 Mayor’s Report
3.11 Proclamation Recognizing and Honoring the Public Service of Park Board Member Lee Campbell
Mayor Brandt noted the Proclamation recognizing and honoring the public service of Park Board member Lee Campbell highlighting some of his more than 39 years of service to the community. Mayor Brandt noted a brick has been placed at North Park with an inscription recognizing Lee’s many contributions to the park system in the Village.
3.12 Whytegate Park
Mayor Brandt stated she received two positive emails from residents regarding Whytegate Park relative to the new amenities and updates. Village Manager Burke provided the Board with an update regarding actions taken by staff as directed by the Board for limiting parking to one side of the street.
3.2 Village Clerk’s Report – None
3.3 Village Treasurer’s Report – None
3.4 Village Manager’s Report
3.41 Update Regarding Municipalities Request to Remain Open on Election Day
Village Manager Burke noted staff is tracking law passed by the State Legislature earlier this year directing government buildings be closed November 3 for the election. The Illinois Municipal League filed a lawsuit for clarification asking if the municipality is not a polling place, would offices be permitted to remain open on Election Day. Staff is looking to have some clarification by the end of the week.
4.0 PAYMENT OF BILLS
4.1 Bills Presented for Payment on October 13, 2020 in the amount of $314,368.33
A summary of the October 13, 2020 bills prelist was presented for payment with the total being $314,368.33. The total amount is based on $168,000 for General Fund; $25,000 for Water & Sewer Fund; $10,300 for Water & Sewer Improvement Fund; $9,600 for Vehicle Maintenance Fund; $225 for Sedgebrook SSA; and $101,300 for General Capital Fund.
Trustee Grujanac moved and Trustee Raizin seconded the motion to approve the bills prelist dated October 13, 2020 as presented. The roll call vote was as follows:
AYES: Grujanac, Hancock, Harms Muth, Leider, Pantelis, Raizin
NAYS: None
ABSENT: None
ABSTAIN: None
Mayor Brandt declared the motion carried.
5.0 CITIZENS WISHING TO ADDRESS THE BOARD (on agenda items only)
6.0 CONSENT AGENDA
6.1 Approval of September 29, 2020 Special Village Board Meeting Minutes
6.2 Approval of September 29, 2020 Committee of the Whole Meeting Minutes
6.3 Approval of an Ordinance Amending Title 6 (Zoning), Chapter 14 (Administration & Enforcement) of the Lincolnshire Village Code to Revise Regulations Regarding Administration and Enforcement Processes (Village of Lincolnshire)
6.4 Approval of an Ordinance Amending Title 6 (Zoning), Chapter 11 (OffStreet Parking & Loading) of the Lincolnshire Village Code to Regulate Electric Vehicle Charging Stations (Village of Lincolnshire)
6.5 Approval of an Ordinance Authorizing the Sale or Disposal of Surplus, Obsolete, or Damaged Village Property (Village of Lincolnshire)
6.6 Approval of a Contract with Durabilt Fence, Wheeling, Illinois to Install 2,050 Linear Feet of Split 2-Rail Fence at Rivershire Park in an Amount not to Exceed $55,845.00 (Village of Lincolnshire)
6.7 Approval of Village of Lincolnshire Bicycle / Pedestrian Plan (Village of Lincolnshire)
6.8 Approval of a Forensic Services Agreement with Illinois State Police (Village of Lincolnshire – Illinois State Police) Trustee Grujanac moved and Trustee Leider seconded the motion to approve the Consent Agenda as presented. The roll call vote was as follows:
AYES: Grujanac, Leider, Hancock, Harms Muth, Raizin, Pantelis
NAYS: None
ABSENT: None
ABSTAIN: None
Mayor Brandt declared the motion carried.
7.0 ITEMS OF GENERAL BUSINESS
7.1 Planning, Zoning & Land Use
7.2 Finance and Administration
7.21 Approval of an Ordinance Authorizing an Eighth Extension of a Declaration of Emergency (Village of Lincolnshire – Waiver of First Reading Requested)
Assistant Village Manager/Community & Economic Development (CED) Director Gilbertson provided a summary of a proposed Ordinance authorizing an eighth extension of a Declaration of Emergency. This will align dates with anticipated extension dates the state may have.
Trustee Grujanac moved and Trustee Leider seconded the motion to waive the first reading regarding an Ordinance Authorizing an Eighth Extension of a Declaration of Emergency. The roll call vote was as follows:
AYES: Grujanac, Leider, Hancock, Harms Muth, Raizin, Pantelis
NAYS: None
ABSENT: None
ABSTAIN: None
Mayor Brandt declared the motion carried.
Trustee Grujanac moved and Trustee Leider seconded the motion to approve an Ordinance Authorizing an Eighth Extension of a Declaration of Emergency. The roll call vote was as follows:
AYES: Grujanac, Leider, Hancock, Harms Muth, Raizin, Pantelis
NAYS: None
Page 4
MINUTES –Regular Village Board Meeting
October 13, 2020
ABSENT: None
ABSTAIN: None
Mayor Brandt declared the motion carried.
7.22 Approval of Proposed Amendments to the Village of Lincolnshire Personnel Policy Manual Pertaining to Holidays/Floating Holidays (Chapter 9); Vacations (Chapter 10); Sick Leave (Chapter 11) (Village of Lincolnshire) Village Manager Burke provided an update regarding proposed amendments to the Village of Lincolnshire Personnel Policy Manual pertaining to holidays/floating holidays, vacations, and sick leave. Staff updated the changes presented at the last Committee of the Whole meeting to allow only 15 days of vacation to be carried over each year.
Trustee Grujanac moved and Trustee Harms Muth seconded the motion to approve proposed amendments to the Village of Lincolnshire Personnel Policy Manual Pertaining to Holidays/Floating Holidays (Chapter 9); Vacations (Chapter 10); Sick Leave (Chapter 11). The roll call vote was as follows:
AYES: Grujanac, Harms Muth, Leider, Pantelis, Raizin, Hancock
NAYS: None
ABSENT: None
ABSTAIN: None
Mayor Brandt declared the motion carried.
7.3 Public Works
7.31 Approval of a Professional Service Contract with Christopher B. Burke Engineering, Ltd. For Design Engineering Services at a Cost not to Exceed $298,307.00 for Lincolnshire Drive North Drainage Improvements (Village of Lincolnshire)
Trustee Hancock noted there are three different engineering firms listed on the agenda for awarding contracts to different segments identified in the Village-Wide Drainage Study. Trustee Hancock asked if each engineering firm recommended was the low bidder, and inquired
if it is typical to have three independent contractors verses one contractor performing the engineering for all projects identified in the study. Assistant Public Works Director/Village Engineer Dittrich stated staff put out a Request for Qualifications and a qualifications-based selection was completed for the recommended professional services included on the agenda for tonight. Assistant Public Works Director/Village Engineer noted staff selection and recommendation of engineering firms is done based upon each respective firm’s qualifications and experience with projects similar to those contemplated in Lincolnshire. Assistant Public Works Director/Village Engineer Dittrich noted the selection of firms to perform professional services follows State law for selecting professional services providers like engineers and architects.
Trustee Hancock asked why Christopher B. Burke Engineering would be more qualified then Ciorba Group Consulting for different segments of Lincolnshire Drive Drainage Study. Assistant Public Works Director/Village Engineer Dittrich stated the qualifications for Christopher B. Burke are based on their similar project experience and work they have done for other municipalities. Ciorba Group has experience in designing storm water lift stations which other engineering groups did not have, which is why Ciorba was recommended for the project on Lincolnshire Drive that includes a possible lift station. Assistant Public Works Director/Village Engineer Dittrich noted staff looks at each individual project when evaluating professional services to select the best and most qualified consultant for that individual project.
Assistant Public Works Director/Village Engineer Dittrich stated these projects were all the result of the Village-Wide Drainage Study, and back in June, the Board directed staff to utilize dollars in the current budget to get a jump start on the recommendations from the Drainage Study so that the Village can be in the best position to implement some of these projects or even pursue possible grant funding. The three projects being brought to the Board tonight in Items 7.31 – 7.33 are being proposed to start with only the available funds for the 2020 Budget. However, the total engineering costs for the project from start to finish will be much greater than the amounts expected to be spent in 2020. Staff will look to the Board regarding budgeting for additional engineering services for these projects during the upcoming budget process. Payment of these expenses would involve looking at the storm water utility fee and other variations of funding for the projects. Staff would only authorize the consultants to spend dollars available in the 2020 Budget since staff has not gotten direction from the Board for funding in 2021.
Trustee Hancock noted concern for awarding three separate contracts for work on one job. Assistant Public Works Director/Village Engineer Dittrich noted the selection committee looked at this question and determined to split the job into three separate contracts since there was not a specific benefit to issuing one engineering consultant. Trustee Hancock asked if the other engineering firms submit qualifications on each item proposed. Assistant Public Works
Director/Village Engineer Dittrich stated all firms submitted qualifications for each portion proposed. Village Manager Burke noted program specifics of each project was looked at when determining qualifications and which firm to recommend for which specific project.
Trustee Hancock asked if staff determines who is the most qualified, then negotiate pricing after that. Staff confirmed this is how recommendations regarding awarding engineering projects is done. A conversation regarding scope and pricing followed.
Trustees Leider and Harms Muth noted concern regarding spending the amount of money proposed for consulting fees at this time. Assistant
Public Works Director/Village Engineer Dittrich stated the Board would be approving the overall contract, but the consultant would only receive authorization to proceed on lower dollar amounts and will not be spending any dollars in 2021 until they get another authorization from staff. Village Manager Burke noted these would be multi-year projects, and with approval of the contract, the Village would be identifying who the consultant will be on these projects. Trustee Harms Muth asked if we could just approve the design study for the lower amounts.
Trustee Raizin asked if the Village decided not to move forward with the projects next year, would we then not spend this money. Assistant Public Works Director/Village Engineer Dittrich confirmed if the dollars are not approved, the survey and grant application would be complete and the remainder of the project would be paused until the Board was ready to move forward with the project or take a different direction. Mayor Brandt noted in past discussions it was decided staff would move forward with these projects in order to be in a position to apply for possible grant money.
Trustee Hancock asked why staff would be asking for approval of this amount of money if the Board has not yet discussed in a budget meeting if these projects would move forward. Assistant Public Works Director/Village Engineer Dittrich stated that these could be amended to only approve the design engineering portion of each, then come back to the Board for the remainder.
Trustee Grujanac moved and Trustee Raizin seconded the motion to approve a Professional Service Contract with Christopher B. Burke Engineering, Ltd. For Design Engineering Services at a Cost not to exceed $298,307.00 for Lincolnshire Drive North Drainage Improvements. The roll call vote was as follows:
AYES: Grujanac, Raizin, Pantelis
NAYS: Hancock, Harms Muth, Leider, Mayor Brandt
ABSENT: None
ABSTAIN: None
Mayor Brandt declared the motion failed.
Trustees Harms Muth and Leider noted they would like to amend the items to only approve the design engineering phase in amounts to be paid from the funds budgeted for 2020.
Trustee Leider moved and Trustee Harms Muth seconded the motion to approve a Professional Service Contract with Christopher B. Burke Engineering, Ltd. For Design Engineering Services at a Cost not to exceed $30,000.00 in Fiscal Year 2020 for Lincolnshire Drive North Drainage Improvements. The roll call vote was as follows:
AYES: Leider, Harms Muth, Hancock, Grujanac, Raizin, Pantelis
NAYS: None
ABSENT: None
ABSTAIN: None
Mayor Brandt declared the motion carried.
7.32 Approval of a Professional Service Contract with Ciorba Group Consulting Engineers for Design Engineering Services at a Cost not to Exceed $465,002.80 for Lincolnshire Drive South Drainage Improvements (Village of Lincolnshire)
Trustee Leider moved and Trustee Harms Muth seconded the motion to approve a Professional Service Contract with Ciorba Group Consulting Engineers for Design Engineering Services at a Cost not to exceed $60,000.00 in Fiscal Year 2020 for Lincolnshire Drive South
Drainage Improvements. The roll call vote was as follows:
AYES: Leider, Harms Muth, Hancock, Grujanac, Raizin, Pantelis
NAYS: None
ABSENT: None
ABSTAIN: None
Mayor Brandt declared the motion carried.
7.33 Approval of a Professional Service Contract with H.R. Green for Design Engineering Services at a Cost not to Exceed $310,940.13 for Windsor Drive Area Drainage Improvements (Village of Lincolnshire)
Trustee Leider moved and Trustee Harms Muth seconded the motion to approve a Professional Service Contract with H.R. Green for Design Engineering Services at a Cost not to exceed $47,000.00 in Fiscal Year 2020 for Windsor Drive Area Drainage Improvements. The roll call vote was as follows:
AYES: Leider, Harms Muth, Hancock, Grujanac, Raizin, Pantelis
NAYS: None
ABSENT: None
ABSTAIN: None
Mayor Brandt declared the motion carried.
7.34 Approval of a Supplement to an Existing Contract with G. Fischer Commercial Construction to Increase the Total Contract Amount up to a Cost not to Exceed $180,122.21 for Brick Repairs at the Village Hall (Village of Lincolnshire)
Assistant Public Works Director/Village Engineer Dittrich provided a summary of a supplement to an existing contract with G. Fischer Commercial Construction to increase the total contract amount up to a cost not to exceed $180,122.21 for brick repairs at the Village Hall.
The additional amount is for interior and exterior deficiencies in the masonry requiring more repair and restoration work than provided in the original approved contract.
Trustee Raizin noted the Village Hall is only 30 years old and asked if there was any problem with the original materials or design since many of the homes in the Village are brick and older than 30 years.
Assistant Public Works Director/Village Engineer Dittrich stated, when constructed, there was no flashing in between the concrete caps and the top of the brick. This detail was in the plans, so staff does not know why it was not installed. Flashing is being installed with the repairs.
Trustee Grujanac moved and Trustee Pantelis seconded the motion to approve a Supplement to an Existing Contract with G. Fischer Commercial Construction to Increase the Total Contract Amount up to a Cost not to Exceed $180,122.21 for Brick Repairs at the Village Hall.
The roll call vote was as follows:
AYES: Leider, Harms Muth, Hancock, Grujanac, Raizin, Pantelis
NAYS: None
ABSENT: None
ABSTAIN: None
Mayor Brandt declared the motion carried.
7.4 Police
7.5 Parks and Recreation
7.6 Judiciary and Personnel
8.0 REPORTS OF SPECIAL COMMITTEES
9.0 UNFINISHED BUSINESS
10.0 NEW BUSINESS
10.1 Resolution – Bonds
Village Manager Burke noted Village Attorney Simon recommended bringing a resolution to the Board to clarify that the Village may seek Bond proceeds to reimburse the Village General Fund for expenditures being paid out currently for the large scale storm water projects. Such a resolution would allow future bond proceeds to be used to pay back the General Fund for expenses related to various drainage projects until such time as a storm water utility fee is created and appropriate financing in place.
11.0 EXECUTIVE SESSION
12.0 ADJOURNMENT
Trustee Grujanac moved and Trustee Leider seconded the motion to adjourn. The voice vote was unanimous and Mayor Brandt declared the meeting adjourned at 7:41
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