Village of Clarendon Hills President and Board of Trustees met May 20.
Here is the minutes provided by the board:
President Austin called the meeting to order at 7:06 p.m.
1. ROLL CALL
Present at Roll Call: President Austin and Trustees Freve, Hall, Jordan, Jorissen, Knoll, and McGarrah
Also Present: Village Manager Barr, Assistant to the Village Manager Nickell, Community Development Director Ungerleider, Finance Director Potempa, Fire Chief Leahy, Police Chief Dalen, Public Works Director McLaughlin, Village Attorney Bayer, and Clerk Tandle
2. PLEDGE OF ALLEGIANCE
3. APPROVAL OF MINUTES
Trustee Jordan moved to approve the Regular Village Board Meeting Minutes of May 6, 2019. Trustee Freve seconded.
On the call of the roll, the vote was as follows:
Ayes: Trustees Freve, Hall, Jordan, Jorissen, Knoll, and McGarrah
Nays: None
MOTION CARRIED
4. APPROVAL OF CLAIMS ORDINANCES
Trustee Jordan moved to approve Claims Ordinances 19-05-01M, 19-05-02M, and 19-05-02. Trustee Knoll seconded.
On the call of the roll, the vote was as follows:
Ayes: Trustees Freve, Hall, Jordan, Jorissen, Knoll, and McGarrah
Nays: None
MOTION CARRIED
5. PETITIONS AND COMMUNICATIONS/PRESIDENT’S REPORT
5.1. Trustee Jordan moved to adopt a Resolution Recognizing Trustee Don McGarrah. Trustee Freve seconded.
On the call of the roll, the vote was as follows:
Ayes: Trustees Freve, Hall, Jordan, Jorissen, and Knoll
Nays: None
MOTION CARRIED
Trustee McGarrah was acknowledged by the Village Board for his outstanding leadership, integrity, and dedicated service to the Village. He was presented with a small token of appreciation on behalf of the Village as he left the dais.
5.2. Oaths of Office were administered to incumbents Village President Len Austin and Trustees Greg Jordan and Carol Jorissen and to Trustee-elect Matt DeDobbelaere.
6. RECESS TO ACKNOWLEDGE CHANGE OF BOARD
Trustee Knoll moved to recess the meeting at 7:15 p.m. to allow Trustee DeDobbelaere to take his seat at the dais. Trustee Freve seconded.
On the call of the roll, the vote was as follows:
Ayes: Trustees Freve, Hall, Jordan, Jorissen, and Knoll
Nays: None
MOTION CARRIED
7. ROLL CALL
Present at Roll Call: President Austin and Trustees DeDobbelaere, Freve, Hall, Jordan, Jorissen, and Knoll
8. PETITIONS AND COMMUNICATIONS/PRESIDENT’S REPORT
8.1. Trustee Freve moved concurrence with President Austin’s recommendations for the new Village Board Standing Committee assignments. Trustee Jordan seconded.
On the call of the roll, the vote was as follows:
Ayes: Trustees DeDobbelaere, Freve, Hall, Jordan, Jorissen, and Knoll
Nays: None
MOTION CARRIED
Administrative & Legislative:
Chair – Don Knoll
Vice Chair – Greg Jordan
Member – Matt DeDobbelaere
Community & Intergovernmental Affairs:
Chair – Ken Hall
Vice Chair – Carol Jorissen
Member – Wil Freve
Finance:
Chair – Carol Jorissen
Vice Chair – Matt DeDobbelaere
Member – Ken Hall
Land Use:
Chair – Greg Jordan
Vice Chair – Wil Freve
Member – Don Knoll
Public Safety:
Chair – Matt DeDobbelaere
Vice Chair – Ken Hall
Member – Greg Jordan
Public Services:
Chair – Wil Freve
Vice Chair – Don Knoll
Member – Carol Jorissen
8.2. Trustee Jordan moved concurrence with President Austin’s reappointments of the Village’s Principal Appointed Offices. Trustee Hall seconded.
On the call of the roll, the vote was as follows:
Ayes: Trustees DeDobbelaere, Freve, Hall, Jordan, Jorissen, and Knoll
Nays: None
MOTION CARRIED
Village Manager – Kevin Barr
Chief of Police – Paul Dalen
Director of Community Development (Building Official) – Dan Ungerleider Director of Finance (Village Treasurer/Budget Officer) – Maureen Potempa Director of Public Works – Brendan McLaughlin
Fire Chief (Emergency Preparedness Coordinator) – Brian Leahy
Village Attorney – Klein, Thorpe & Jenkins
8.3. Trustee Jordan moved to approve a Proclamation recognizing the week of May 19-25, 2019 as “National Public Works Week” in the Village. Trustee Freve seconded.
On the call of the roll, the vote was as follows:
Ayes: Trustees DeDobbelaere, Freve, Hall, Jordan, Jorissen, and Knoll
Nays: None
MOTION CARRIED
8.4. President Austin made the following announcements: (1) Village offices will be closed on May 27, 2019 in observance of Memorial Day; (2) Daisy Days is scheduled for June 14 and June 15, 2019; (3) the Daisy Dash is scheduled for June 16, 2019; and (4) the first “Dancin’ in the Street” summer concert is scheduled for June 19, 2019.
8.5. Village Manager Barr presented the dates of all Village Board meetings scheduled for June through September. He requested that the Board review those dates to determine if it is necessary to reschedule or cancel any meetings due to holidays or vacation schedules. He noted that the Board has generally held one meeting per month during the summer. It was the consensus of the Board to cancel the first meetings in July and August and, possibly, September if staff determines that there is no pressing business.
9. ADDRESSES FROM THE AUDIENCE – NON-AGENDA ITEMS – There were none.
10. RECESS TO STANDING COMMITTEE MEETINGS
Trustee Jordan moved to recess to the Finance, Land Use, Public Safety, and Public Services Committees at 7:24 p.m. Trustee Jorissen seconded.
On the call of the roll, the vote was as follows:
Ayes: Trustees DeDobbelaere, Freve, Hall, Jordan, Jorissen, and Knoll
Nays: None
MOTION CARRIED
Finance
1. Staff requested approval of budget transfers in the amount of $184,845.66 for the calendar year ended December 31, 2018. Trustee Jorissen stated that the Village’s level of budgetary control is established at the department level and that any changes or amendments to the overall budget of any department must be approved by the Board. She noted that all budget transfers are located within the Village’s General Fund and that the transfers affect budgeted numbers only and not the actual revenues and expenditures for the year. An Ordinance was presented for adoption that authorizes the recommended budget transfers for calendar year-end 2018.
2. On December 17, 2018, the Board adopted an Ordinance proposing the establishment of Special Service Area Number 32 (SSA No. 32) for the Village’s 2019 Road Improvement Program in relation to the reconstruction of portions of Ann Street and Byrd Court. On April 19, 2019, an Electors Objection Petition and a Property Owners Objection Petition relative to SSA No. 32 were filed with the Village Clerk. A detailed analysis performed by the Village Attorney determined that the signature threshold required to terminate SSA No. 32 had been met. As a result, SSA No. 32 will not proceed this year. An Ordinance was presented for adoption that terminates the proceedings to establish SSA No. 32. It was noted that the Village cannot legally proceed with the establishment of a Special Service Area for the reconstruction of portions of Ann Street and Byrd Court for a period of at least two (2) years from the date the Electors Objection Petition and a Property Owners Objection Petition were filed.
3. On December 17, 2018, the Board adopted an Ordinance proposing the establishment of Special Service Area Number 33 (SSA No. 33) for the Village’s 2019 Road Improvement Program in relation to the reconstruction of portions of Harris Avenue, Prospect Avenue, and Walker Avenue. On April 19, 2019, an Electors Objection Petition and a Property Owners Objection Petition relative to SSA No. 33 were filed with the Village Clerk. A detailed analysis performed by the Village Attorney determined that the signature threshold required to terminate SSA No. 33 had not been met. Village Attorney Bayer explained that his analysis was based on the Illinois Second District Appellate Court decision in Peeples v. Village of Johnsburg. An Ordinance was presented for adoption that establishes SSA No. 33.
Land Use
1. The 2019 Downtown Revitalization Project consists of three separate components: (1) Prospect Avenue and Burlington Avenue improvements; (2) Prospect Avenue railroad crossing gate improvements; and (3) inbound and outbound train station improvements. The Village received a grant from the Illinois Commerce Commission (ICC) Grade Crossing Protection Fund for the installation of new railroad crossing gates at Prospect Avenue. On April 5, 2019, the Board was notified that the ICC had indicated that the BNSF Railway Company’s (BNSF) cost estimate of over $1,300,000 for the total railroad crossing improvement is excessively high. The ICC also indicated that BNSF is attempting to negate its responsibility to pay its share of the construction cost. As a result, the Village was directed by the ICC to petition for arbitration assistance. Staff requested authorization to file a petition with the ICC regarding the installation of new railroad crossing gates at Prospect Avenue. It was noted that the ICC petition process typically takes between six to nine months to complete, but could take up to a year.
Public Safety
1. The Police Department is in possession of several abandoned bicycles and miscellaneous unclaimed items. Staff requested authorization to dispose of the items through a public auction on Saturday, June 15. Proceeds will be deposited into the Village’s General Fund. Notice of the public auction will be published in a newspaper of general circulation at least 10 days before the event. An Ordinance was presented for adoption that authorizes the sale of abandoned and unclaimed property through a public auction.
Public Services
1. A bid opening was conducted on January 22, 2019 for the 2019 Road Improvement Program with respect to Special Service Area Number 33 (SSA No. 33). Seven companies obtained construction contract documents and submitted bids for the project. Staff recommended awarding the contract to Orange Crush, LLC, the lowest qualified bidder, in the amount of $1,357,186.50. A Resolution was presented for adoption that awards the contract for the 2019 Road Improvement Program to Orange Crush, LLC.
As permitted in the bid specifications, Eastern Avenue, Ann Street, and Byrd Court have been removed from this year’s program. As part of the 2019 Road Improvement Program, bids were solicited for: (1)Prospect Avenue (Park Avenue to Harris Avenue) (a non-SSA block); (2) Prospect Avenue (Harris Avenue to 55th Street); (3) Walker Avenue (Park Avenue to 55th Street); and (4) Harris Avenue (Walker Avenue to Eastern Avenue). Also included in the bid were alternates to install a sidewalk segment adjacent to 436 Norfolk and to install storm water improvements within the right-of-way at 400 Ridge Avenue. It was noted that the storm water improvements in the right-of-way at 400 Ridge Avenue will only proceed after the property owners who will benefit from the improvement deposit their share of the private improvements in escrow with the Village.
On May 6, 2019, the Board expressed support for expanding Prospect Avenue to 24 feet and expanding Walker Avenue to 22 feet. The Village Engineer evaluated both streets and believes
that they can be widened with no significant adverse effects on drainage. It was noted that this cost would not be included in SSA No. 33 and would be absorbed by the Village. After discussion, it was the consensus of the Board to expand Prospect Avenue, but the decision was split regarding expanding Walker Avenue. President Austin indicated that he could go either way, but the final decision was to proceed with widening Walker Avenue.
11. RECONVENE THE VILLAGE BOARD MEETING
Trustee Freve moved to reconvene the Village Board meeting at 8:28 p.m. Trustee Hall seconded. On the call of the roll, the vote was as follows:
Ayes: Trustees DeDobbelaere, Freve, Hall, Jordan, Jorissen, and Knoll
Nays: None
MOTION CARRIED
12. ADDRESSES FROM THE AUDIENCE – AGENDA ITEMS
Several residents addressed the Board regarding the cost to residents within SSA No. 33, moving forward with SSA No. 33, the proposed road widths of Prospect and Walker Avenues, and storm water and drainage issues.
13. CONSENT AGENDA/OMNIBUS VOTE
Trustee Jordan moved to approve the Consent Agenda as itemized by President Austin. Trustee Hall seconded.
On the call of the roll, the vote was as follows:
Ayes: Trustees DeDobbelaere, Freve, Hall, Jordan, Jorissen, and Knoll
Nays: None
MOTION CARRIED
13.1. Waive First Consideration, Second Consideration/Adoption of “An Ordinance Terminating the Proceedings to Establish Village of Clarendon Hills Special Service Area Number 32” (Ordinance No. 19-05-06) – OMNIBUS VOTE
13.2. Waive First Consideration, Second Consideration/Adoption of “An Ordinance Establishing Village of Clarendon Hills Special Service Area Number 33” (Ordinance No. 19-05-07) – OMNIBUS VOTE
13.3. Authorize staff to file a petition with the Illinois Commerce Commission (ICC) regarding BNSF installation of new railroad crossing gates at Prospect Avenue funded by the ICC Grade Crossing Protection Fund – OMNIBUS VOTE
13.4. Second Consideration/Adoption of “An Ordinance Authorizing the Sale of Miscellaneous Abandoned Property through a Public Auction” (Ordinance No. 19-05-08) – OMNIBUS VOTE
13.5. Adoption of “A Resolution Awarding a Fixed Works Construction Contract for the 2019 Road Improvement Program to Orange Crush, LLC in the Amount of $1,357,186.50” (Resolution No. R-19-22) – OMNIBUS VOTE
14. NON-CONSENT AGENDA ITEMS
14.1. Trustee Knoll moved to waive First Consideration, Second Consideration/Adoption of “An Ordinance Amending Ordinance No. 17-12-38 in regard to the Village of Clarendon Hills, Illinois Budget for Calendar Year 2018” (Ordinance No. 19-05-09). Trustee Jorissen seconded.
On the call of the roll, the vote was as follows:
Ayes: President Austin and Trustees DeDobbelaere, Freve, Hall, Jordan, Jorissen, and
Knoll Nays: None
MOTION CARRIED
15. REPORTS OF OFFICERS
• Assistant to the Village Manager Nickell reported that staff has had preliminary discussions with SCARCE (School & Community Assistance for Recycling and Composting Education), a non-profit organization dedicated to creating sustainable communities, regarding participating in a “recycling extravaganza” in mid-September. He reported that the Village is considering changing its current health occupational service provider to one in Burr Ridge, which is less expensive and is approved by IRMA. Mr. Nickell also announced that the Special Events Committee is seeking volunteers to assist with beverage sales during the “Dancin’ in the Street” summer concert series.
• Finance Director Potempa announced that annual vehicle stickers are available for purchase and that the new “Dancin’ in the Street” stickers have been a great success, with approximately 200 sold to date.
• Police Chief Dalen reported that the Police Department will be participating in IDOT’s annual Memorial Day traffic enforcement campaign.
• Community Development Director Ungerleider reported that the ZBA/PC met last Thursday and concluded the workshop portion of the zoning ordinance amendment process. The ZBA/PC also approved the final draft public hearing version of the proposed comprehensive amendment to the Village’s zoning ordinance. A public hearing is anticipated to be scheduled in July. He also announced that the Economic Development Committee is scheduled to meet tomorrow at 6:00 p.m. to discuss central business district economics.
• Public Works Director McLaughlin provided the anticipated schedule for completing the new water service line connections on Harris, Prospect, and Walker Avenues.
16. OTHER BUSINESS
Trustee Freve asked for clarification that the Board had no interest in expanding Walker Avenue to 24 feet or exploring the cost to analyze the benefit of providing the additional width. Based on the Village Engineer’s opinion that there would only be an incremental benefit if Walker Avenue is expanded, but that there could be greater challenges with drainage work, it was the consensus of the Board that Walker Avenue should not be expanded to 24 feet.
17. EXECUTIVE SESSION – There was none.
18. ADJOURNMENT
There being no further business to come before the Board, Trustee Jordan moved to adjourn the meeting at 9:40 p.m. Trustee Hall seconded.
On the call of the roll, the vote was as follows:
Ayes: Trustees DeDobbelaere, Freve, Hall, Jordan, Jorissen, and Knoll
Nays: None
MOTION CARRIED
https://www.clarendonhills.us/AgendaCenter/ViewFile/Minutes/_05202019-399
Alerts Sign-up