Village of Clarendon Hills President and Board of Trustees met April 15.
Here is the minutes provided by the board:
President Austin called the meeting to order at 7:12 p.m.
1. ROLL CALL
Present at Roll Call: President Austin and Trustees Freve, Hall, Jordan, Jorissen, and Knoll Absent: Trustee McGarrah
Also Present: Village Manager Barr, Assistant to the Village Manager Nickell, 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 – There were none.
4. ADDRESSES FROM THE AUDIENCE – NON-AGENDA ITEMS – There were none.
5. RECESS TO STANDING COMMITTEE MEETINGS
Trustee Jordan moved to recess to the Administrative and Legislative, Community and Inter- governmental Affairs, Finance, Land Use, and Public Services Committees at 7:14p.m. Trustee Freve seconded.
On the call of the roll, the vote was as follows:
Ayes: Trustees Freve, Hall, Jordan, Jorissen, and Knoll Nays: None
Absent: Trustee McGarrah
MOTION CARRIED
Administrative and Legislative
1. On April 1, 2019, the Board approved first consideration of an Ordinance adopting small cell wireless design standards for the Village. Staff requested that the Board approve the proposed design standards as originally presented for first consideration, with one minor amendment in Section C.7 which changes the approving party from the Community Development Director to the Director of Public Works. An Ordinance was presented for second consideration and adoption that approves the written design standards governing the installation of small wireless facilities and the associated wireless support structures within the Village.
Community and Intergovernmental Affairs
1. The Chamber of Commerce requested issuance of a temporary liquor license and waiver of the liquor license fee for the 2019 Daisy Days festival scheduled for June 14 and 15, 2019. The Chamber confirmed that the members who will be serving alcohol will comply with BASSET training, wristband, and clear cup requirements.
Finance
1. Trustee Jorissen presented the Treasurer’s Report for the period of January 1, 2019 through March 31, 2019. She stated that the Treasurer’s Report provides a summary of the Village’s 1st Quarter activity plus Calendar Year-End 2018 estimates.
Land Use
1. Trustee Jordan stated that the 2019 Downtown Revitalization Project consists of three components: (1) Prospect Avenue and Burlington Avenue improvements; (2) Prospect Avenue railroad crossing gate improvements; and (3) inbound and outbound train station improvements. He noted that the Village has been awarded approximately $4 million in grants for the project, which should cover almost 50% of the cost of the three components.
Grant funding from the Illinois Transportation Enhancement Program (ITEP) and the Congestion Mitigation and Air Quality Improvement Program (CMAQ) requires that the Village enter into and submit: (1)an Engineering Agreement with the Project Engineer; (2)a Local Agency Agreement with the Illinois Department of Transportation (IDOT); and (3) an Agreement with the Illinois Commerce Commission (ICC) for the Gate Crossing Protection Fund Improvements. A Resolution was presented for adoption that approves a Construction Engineering Services Agreement between the Village and Terra Engineering, Ltd., the Project Engineer, in an amount not to exceed $282,110.29.
Village Manager Barr stated that staff was recently informed that the ICC has indicated that the projected cost of the railroad crossing gate improvement project proposed by the BNSF Railway is excessive. He is hopeful that the ICC and the BNSF Railway will come to an agreement this week so that staff can submit construction plans in June. If they do not reach an agreement, the Village will have to wait until August to submit construction plans, which will most likely delay the project. He noted that the inbound train station improvements are still on schedule to start in mid-summer. It was the consensus of the Board to move forward with approving the Construction Engineering Services Agreement with Terra Engineering, Ltd. even if an agreement is not reached between the ICC and the BNSF Railway this week.
2. On March 4, 2019, the Board discussed and supported pursuing the annexation of two unincorporated properties located at 5604 Western Avenue and 413 56th Street. Both properties are surrounded by Village properties and were identified by the 55th Street Sub-Area Plan, a component of the Village Comprehensive Plan, as properties that should be annexed into the Village. At the Board’s direction, staff sent a letter by certified mail to the two property owners to determine if they would voluntarily annex into the Village. Because neither property owner responded, a second letter was mailed to them. To date, neither property owner has responded. Staff requested direction from the Board regarding pursuing a forcible annexation of the properties. The Board requested that staff attempt to communicate directly with the property owners while, at the same time, beginning the formal annexation process.
Public Services
1. Since 2014, the Village has split the annual purchase of bulk rock salt between DuPage County and the State’s Department of Central Management Services (CMS), both of which bid the commodity as a joint purchasing process. DuPage County opened bids this month and CMS will be bidding in June. Staff has submitted requests to order 400 tons of salt through the County and 800 tons through CMS. Staff requested authorization to enter into a purchase agreement with Compass Minerals America Inc., the lowest bid received by the County, for 400 tons of salt at the price of $82.96 per ton. It was noted that the Village is obligated to purchase 80% (320 tons) of the ordered amount through the County for the base amount of $26,547.20 but has the option to purchase up to 130% (520 tons) for a total amount of $43,139.20. A Resolution was presented for adoption that authorizes the purchase of bulk rock salt from Compass Minerals America Inc. in the base amount of $26,547.20.
2. Staff indicated that the rear yards of six properties on the 400 blocks of Hudson and Ridge Avenues hold a large amount of storm water which, due to the topography, is not able to flow to the street drainage ditches. This has been a chronic problem for the property owners. The closest storm sewer to those yards is on Western Avenue and is roughly 15 feet deep. The property owners consulted with an engineering firm and have designed a solution to extend a private yard drain from the low point of the yards out to the Western Avenue storm sewer. As part of this year’s SSA Road Improvement Program bid, an option was included to install a manhole and connection to the sewer main and extend a stub for the residents to connect a storm inlet and conveyance pipe. The total cost of the project is approximately $50,000 of which the private cost to the affected property owners would be approximately $12,500. Staff requested that the Board consider whether this option should be included when awarding the contract for this year’s road program. After discussion, it was the consensus of the Board to expand the scope of the road program to include this project only if the road program moves forward and if there is a firm commitment from the property owners to contribute to the cost of the project.
3. During the April 1, 2019 Village Board meeting, requests were made to provide additional information regarding the scope and areas to be included in the 2019 Special Service Area (SSA) Road Improvement Program. Staff prepared a report which provided additional information with respect to the issues that were raised. Village Manager Barr outlined the procedures for establishing an SSA. He stated that it is his understanding that petitions are being circulated to prevent this year’s SSA program from proceeding. He highlighted the requirements and timeframe for petitioning to stop an SSA. He noted that, if the SSA process is stopped, there is a mandatory two-year waiting period before the process can be revisited. In addition, most of the steps and some of the costs will have to be repeated and the cost of the next SSA will likely increase.
Trustee Freve stated that a meeting was held with several residents immediately prior to the Village Board meeting to continue discussions regarding this year’s SSA road program. He indicated that Public Works Director McLaughlin prepared a spreadsheet which outlined the costs and calculations that were used with regard to this year’s road program. Trustee Freve stated that, although there was good dialogue with the residents, he believes that no specific progress or resolution came from that meeting.
Residents John Watts, Jeff Pavlik, Tom Smiles, Andy Schmidt, Katie Schwarz, and Andrew Craig voiced concerns regarding SSA Nos. 32 and 33, primarily due to the perceived inconsistencies between the cost to the Village and the cost to the residents. The Board and staff addressed the concerns that were raised. The residents who spoke expressed their support for the road program, but requested that the Board postpone the process until a fair cost can be determined relative to prior SSAs.
In the event residents choose to stop the SSA process, the Board discussed whether to wait for two years before reevaluating the establishment of another SSA or to consider adopting an Ordinance to postpone this year’s SSAs for a one-year period. After a lengthy discussion and all Board members present being heard, it was the consensus of the Board that, if at least 51% of the electors residing within the SSAs and at least 51% of the owners of record of properties included within the boundaries of the SSAs have chosen not to proceed with the SSAs, it will be bound to abide by the mandatory two-year waiting period before considering establishing another SSA.
6. RECONVENE THE VILLAGE BOARD MEETING
Trustee Knoll moved to reconvene the Village Board meeting at 8:05 p.m. Trustee Hall seconded. On the call of the roll, the vote was as follows:
Ayes: Trustees Freve, Hall, Jordan, Jorissen, and Knoll
Nays: None
Absent: Trustee McGarrah
MOTION CARRIED
7. ADDRESSES FROM THE AUDIENCE – AGENDA ITEMS – There were none.
8. CONSENT AGENDA/OMNIBUS VOTE
Trustee Jordan 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, and Knoll
Nays: None
Absent: Trustee McGarrah
MOTION CARRIED
8.1. Approval of the Regular Village Board Meeting Minutes of April 1, 2019 – OMNIBUS VOTE
8.2. Second Consideration/Adoption of “An Ordinance Adopting Written Design Standards for Small Wireless Facilities within the Village” (Ordinance No. 19-04-04) – OMNIBUS VOTE
8.3. Authorization to issue a Class T-Temporary Special Event Retailer’s Liquor License and waive the liquor license fee for the 2019 Daisy Days (June 14 and 15) – OMNIBUS VOTE
8.4. Approval of Claims Ordinance 19-04-02 – OMNIBUS VOTE
8.5. Acceptance of the 1st Quarter Treasurer’s Report for the period of January 1, 2019 through March 31, 2019 – OMNIBUS VOTE
8.6. Adoption of “A Resolution Authorizing and Approving a Construction Engineering Services Agreement between the Village of Clarendon Hills and Terra Engineering, Ltd. for Clarendon Hills’ Downtown Revitalization Project for an Amount Not to Exceed $282,110.29” (Resolution No. R-19-18) – OMNIBUS VOTE
9. NON-CONSENT AGENDA ITEMS
9.1. Trustee Jordan moved to waive the bidding process and adopt “A Resolution Authorizing the Village Manager to Enter into an Agreement with Compass Minerals America Inc. for the Purchase of Salt for the Base Amount of $26,547.20” (Resolution No. R-19-19). Trustee Freve seconded.
On the call of the roll, the vote was as follows:
Ayes: Trustees Freve, Hall, Jordan, Jorissen, and Knoll Nays: None
Absent: Trustee McGarrah
MOTION CARRIED
10. REPORTS OF OFFICERS
• Village Manager Barr reminded the Board that the West Suburban Mass Transit District (WSMTD) awarded the Village a $750,000 grant toward the cost of the train station improvement project. He stated that he recently received a letter from the WSMTD indicating that it will be dissolving soon. By the end of 2020, the WSMTD would like to be certain that all grants that it has committed to award have been disbursed.
• Assistant to the Village Manager Nickell reported that residents have been asked to return their completed Community Needs Surveys by the end of next week. He anticipates presenting the results to the Board in May. He also reported that the Special Events Committee is close to announcing the line-up for this year’s “Dancin’ in the Street” summer concert series.
11. OTHER BUSINESS
Trustee Hall addressed a recent article in the Clarendon Courier which stated that the new “Dancin’ in the Street” vehicle stickers are not mandatory. He clarified that annual vehicle stickers are mandatory but that residents have the option of purchasing the alternate vehicle sticker for $10 more than the cost of an annual vehicle sticker.
12. EXECUTIVE SESSION – There was none.
13. ADJOURNMENT
There being no further business to come before the Board, Trustee Knoll moved to adjourn the meeting at 9:54 p.m. Trustee Jordan seconded.
On the call of the roll, the vote was as follows:
Ayes: Trustees Freve, Hall, Jordan, Jorissen, and Knoll
Nays: None
Absent: Trustee McGarrah
MOTION CARRIED
https://www.clarendonhills.us/AgendaCenter/ViewFile/Minutes/_04152019-390
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