Village of Clarendon Hills President and Board of Trustees met May 6.
Here is the minutes provided by the board:
President Austin called the meeting to order at 7:03 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, and Clerk Tandle
2. PLEDGE OF ALLEGIANCE
3. PETITIONS AND COMMUNICATIONS/PRESIDENT’S REPORT
President Austin thanked the Daisy Dash Coordinators for their generous donations of $1,000 for the Fire Department, $1,000 for the Police Department, and $5,000 for the Village.
4. ADDRESSES FROM THE AUDIENCE – NON-AGENDA ITEMS
Resident Mike Van Zandt asked if the Village intends to resurface the 100 block of Prospect as part of this year’s road program. Village Manager Barr stated that, although resurfacing that block is not included in either Special Service Area, it has been included in the scope of work to be performed. However, if the road program does not move forward, the Board will have to reconsider how to address resurfacing the 100 block of Prospect.
Resident Richard Palzer asked if the Village intends to address the chronic storm water issues that Colfax Avenue residents are experiencing. Village Manager Barr stated that the Board discussed this project at the last Village Board meeting and tentatively agreed to expand the scope of the road program to include it if the road program moves forward and if there is a firm commitment from the affected property owners to contribute to the cost of the project.
Resident Mary Brown expressed concern regarding Village sidewalks that have been left muddy as a result of snow plowing during the winter season. She also requested that the Village encourage new businesses to open downtown by making it as easy as possible with respect to sprinkling requirements in the older buildings. Community Development Director Ungerleider stated that he has not been approached regarding any potential new leases. He outlined the requirements that would mandate installing sprinkler systems in the central business district buildings.
Resident Uly Backus asked if it is possible to hold storm water in the existing detention basins and then release it slowly in an effort to alleviate some of the residential flooding problems. Public Works Director McLaughlin explained the Village’s procedure for retaining and releasing storm water into the sewer systems.
5. RECESS TO STANDING COMMITTEE MEETINGS
Trustee Jordan moved to recess to the Community and Intergovernmental Affairs, Finance, Public Safety, and Public Services Committees at 7:17 p.m. 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
Community and Intergovernmental Affairs
1. The Hinsdale Golf Club requested authorization to conduct its annual fireworks display on July 4th, with a rain date of Friday, July 5th. Melrose Pyrotechnics Inc. will again be the vendor for the fireworks.
2. The Clarendon Hills Park District requested authorization to host a “Dash-N-Splash” event on July 26, 2019. In order to host the event, the Park District will require the use of the Byrd Court right-of-way. Under the Village’s Special Events Policy, the Park District will be required to provide proof of insurance naming the Village as an additional insured and a hold-harmless agreement. Staff asked the Park District to contain the event to one side of the street to ensure that public safety vehicles can pass if necessary and to notify all residents who may be affected by the event. A Resolution was presented for adoption that approves a License Agreement between the Village and the Park District for its annual “Dash-N-Splash.”
Finance
1. An Ordinance was presented for adoption that establishes Clarendon Hills Special Service Area Number 34 (SSA No. 34) in relation to the reconstruction of the east/west alley lying south of Chestnut Avenue and north of Burlington Avenue, between Golf Avenue and Quincy Street, and that portion of Quincy Street lying between Burlington Avenue and the aforementioned east/west alley, along with storm water management improvements in relation to said alley and street. The Ordinance also authorizes the Village to collect from the residents within SSA No. 34 their share of the general obligation debt service with a special tax levy. Taxes will be levied for fifteen (15) years on all taxable properties within SSA No. 34, beginning with the December 2019 levy, which is payable in 2020. General Obligation Bonds (Alternative Revenue Source) will be issued in an aggregate principal amount not to exceed $55,000 for the purpose of paying the costs for the alley reconstruction within the SSA. The Village’s portion of the construction costs (approximately $550,000) will be paid from the Capital Projects Fund.
Public Safety
1. The Police Department is in possession of 11 abandoned bicycles and 6 miscellaneous lost and found items. Staff requested authorization to dispose of the unclaimed items through a public auction on June 15, 2019. 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 prior to the event. An Ordinance was presented for first consideration that authorizes the sale of abandoned property through a public auction.
2. The annual contract with Village Prosecutor Christine Charkewycz expires on May 31, 2019. A Resolution was presented for adoption that approves a one-year renewal contract between the Village and Christine Charkewycz from June 1, 2019 through May 31, 2020. It was noted that there is a nominal increase in Ms. Charkewycz’s per session court fee from $180 to $185 but that there are no increases in any other fees or rates.
Public Services
1. Trustee Freve stated that the Public Services Committee met prior to tonight’s Village Board meeting to discuss the Chestnut Avenue alley permeable paver and pump upgrade project. He stated that the major obstacle has been how to meet the 4,000 square feet of bio-retention required by the County to qualify for the $100,000 grant that is being awarded to the Village. In order to meet the County’s requirement, mature trees and bushes would have to be removed from residents’ back yards. Staff met with a representative from the DuPage County Stormwater Management Division to request that the County reduce the 4,000 square feet of bio-retention requirement. The County supported the Village’s proposal to reduce the scope of the project by not disturbing the existing landscaping and installing bio-swales only on the alley side of the residential fencing. The alley has also been redesigned to narrow the brick paver section from eight feet to six feet four inches, which results in a cost savings of approximately $50,400. Construction costs are estimated to be $490,637.50 and construction engineering is estimated to be $49,063.75.
Trustee Freve noted that residents are pleased with the new design and the cost reduction. He recommended moving forward with the modified design and requesting that the Village Engineer complete the engineering plans, specifications, and bid documents by May 31, 2019 so that bids can be opened in June and the contract can be awarded in July. He noted that construction is expected to be completed by the end of September and that the pump station’s electronics and pumps are anticipated to be installed in February 2020. The Board concurred with the recommended design modification, budget, and schedule.
2. Village Manager Barr provided an update regarding the current status of the 2019 Special Service Area (SSA) Road Improvement Program. He stated that objection petitions have been filed with the Village Clerk to stop SSA Nos. 32 and 33. Staff conducted a preliminary review of the objection petitions and the Village Attorney is in the process of conducting a more detailed review. Results will be shared with the Board after the Village Attorney completes his analysis. Village Manager Barr anticipates that Board action regarding the objection petitions will be taken at the May 20, 2019 Village Board meeting. The Board can either accept the objection petitions for one or both SSAs to stop the process or adopt the SSA Ordinances and move forward with the project if one or both of the SSA objection petitions do not meet the necessary signature requirements. The bids that the Village received are still valid and can also be approved on May 20, 2019.
Village Manager Barr also asked the Board to consider appropriate road widths for Prospect and Walker Avenues. He provided traffic count information for Prospect and Walker Avenues and road width information for those streets and other streets that have been included in previous road programs. After discussing traffic, drainage, parking, and safety issues, it was the consensus of the Board to widen Prospect Avenue to 24 feet and to widen Walker Avenue to 22 feet if this year’s road program moves forward.
6. RECONVENE THE VILLAGE BOARD MEETING
Trustee Jordan moved to reconvene the Village Board meeting at 8:08 p.m. Trustee Hall 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
7. ADDRESSES FROM THE AUDIENCE – AGENDA ITEMS – There were none.
8. CONSENT AGENDA/OMNIBUS VOTE
Trustee Knoll moved to approve the Consent Agenda as itemized by President Austin. 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
8.1. Approval of the Regular Village Board Meeting Minutes of April 15, 2019 – OMNIBUS VOTE
8.2. Authorization to issue a permit for the Hinsdale Golf Club fireworks display to be held on July 4, 2019 (rain date – July 5, 2019) – OMNIBUS VOTE
8.3. Adoption of “A Resolution Approving a License Agreement between the Village of Clarendon Hills and the Clarendon Hills Park District for a ‘Dash and Splash’ Event” to be held on July 26, 2019 (Resolution No. R-19-20) – OMNIBUS VOTE
8.4. Approval of Claims Ordinance 19-05-01 – OMNIBUS VOTE
8.5. Waive First Consideration, Second Consideration/Adoption of “An Ordinance Establishing Village of Clarendon Hills Special Service Area Number 34” (Ordinance No. 19-05-05) – OMNIBUS VOTE
8.6. First Consideration of “An Ordinance Authorizing the Sale of Miscellaneous Abandoned Property through a Public Auction” – OMNIBUS VOTE
8.7. Adoption of “A Resolution Approving an Agreement between the Village of Clarendon Hills, Illinois and Christine Charkewycz, Village Prosecutor” (Resolution No. R-19-21) – OMNIBUS VOTE
9. NON-CONSENT AGENDA ITEMS
Resident Andrew Schmidt stated that the electors and property owners residing within Special Service Area (SSA) Nos. 32 and 33 had the right to circulate objection petitions to block the creation of those SSAs. He also stated that any interference by the Board or staff with regard to the objection petitions that were filed with the Village would rise to the level of a due process violation under the Constitution of the State of Illinois and that anyone who attempts to interfere with the petition drive will be reported to the States Attorney’s office. Trustee Jordan responded that he does not believe that anyone on the Board or staff has interfered with residents’ rights and that, rather than implying that any impropriety has occurred, Mr. Schmidt should report any evidence of interference or impropriety directly to the States Attorney’s office. Trustee McGarrah also commented that allegations of this nature are very serious and should not be made without evidence. President Austin concurred with Trustee Jordan’s and Trustee McGarrah’s comments.
10. REPORTS OF OFFICERS
• Village Manager Barr announced that incumbent Village President Austin, Trustees Jordan and Jorissen and Trustee-elect DeDobbelaere will be sworn in at the May 20, 2019 Village Board meeting.
• Assistant to the Village Manager Nickell reported that summer positions for the Public Works Department will be posted on the Village website tomorrow.
• Finance Director Potempa announced that residents can purchase annual vehicle stickers at the Village Hall and at the Police Department. Vehicle stickers can also be purchased on-line or by mail. She noted that the new “Dancin’ in the Street” vehicle stickers have been a great success. She also reported that Sikich LLP completed the fieldwork portion of the CY 2018 audit last week. She anticipates that a representative from Sikich LLP will be presenting the final report in July. She extended her thanks to Assistant Finance Director Kim Swiderek for her hard work which contributed to a smooth and successful audit. Director Potempa also noted that the Village has collected 100% of the property taxes that were owed in 2018 for SSA No. 30.
• Police Chief Dalen reported that the Police Department will be participating in a “Stuff the Squad” event over the next three days. District 181 students will be bringing in donations of shelf-stable food and supplies to “stuff” squad cars which will then be brought to HCS Family Services in Hinsdale.
• Community Development Director Ungerleider reported that he and Fire Chief Leahy met with the owners of the properties located at 5604 Western Avenue and 413 56th Street regarding annexing their properties into the Village and that he is prepared to begin the formal annexation process. He announced that the Downtown Design Review Commission is scheduled to meet tomorrow night to complete its review of Zabler Jeweler’s proposed façade improvement project and that the ZBA/PC is scheduled to meet on May 17 to conduct a final review of the draft version of the new Zoning Ordinance. He anticipates that the formal public hearing process will begin in June and that the final document will be presented for Board review and approval by mid to late summer.
• Public Works Director McLaughlin reported that last week’s heavy rains slowed the process of installing water service connections to the water mains but that Public Works crews will continue the process tomorrow.
11. OTHER BUSINESS
Trustee Jordan extended his appreciation to Trustee McGarrah for his dedicated service to the Village over the past four years and for being an invaluable member of the Village Board.
Trustee McGarrah read a letter to the residents of the Village, the Village Board, and Village staff as he prepares to leave the Board on May 20, 2019.
12. EXECUTIVE SESSION – There was none.
13. ADJOURNMENT
There being no further business to come before the Board, Trustee Jordan moved to adjourn the meeting at 8:26 p.m. 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
https://www.clarendonhills.us/AgendaCenter/ViewFile/Minutes/_05062019-395
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