Village of Clarendon Hills Board of Trustees Met Nov. 16.
Here is the minutes provided by the board:
President Austin called the meeting to order at 6:35 p.m.
1. ROLL CALL
Present at Roll Call: President Austin
Present at Roll Call Electronically: Trustees DeDobbelaere, Freve, Hall, Jordan, Jorissen, and Knoll
Also Present: Village Manager Barr
Also Present Electronically: Assistant to the Village Manager Creer, 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
3.1. COVID-19 Update: Village Manager Barr reported that, as of this morning, the DuPage County Health Department indicates there are significantly more confirmed cases of COVID-19 in Clarendon Hills from two weeks ago. From September to today, using a 7-day rolling average, there has also been a significant number of new cases in DuPage County, the positivity rate has risen, and many more COVID-19 patients have been admitted to DuPage County hospitals. He stated that there is increasing concern regarding maximum capacities in hospitals throughout DuPage County and nationwide. Citizens are urged to continue to wear face masks.
Village Manager Barr also reported that the General Assembly’s November Veto Session was canceled due to concerns about the continuing pandemic. He stated that DuPage County may be releasing additional CARES Act funds to assist restaurants and bars that may be struggling financially from new mitigation efforts. Staff has been keeping local establishments apprised of any potential funding opportunities. He noted that the Village is considering, among other ideas, providing rebates on local liquor licenses to provide additional financial assistance.
3.2. Trustee Jordan moved to adopt a Resolution acknowledging resident Jon McCabe for serving on the West Suburban Mass Transit District as a representative of the Village for more than 20 years. Trustee Knoll seconded.
Minutes of a Special Village Board Meeting Page 2 November 16, 2020
On the call of the roll, the vote was as follows:
Ayes: Trustees DeDobbelaere, Freve, Hall, Jordan, Jorissen, and Knoll
Nays: None
MOTION CARRIED
Mr. McCabe provided information regarding his tenure at the West Suburban Mass Transit District. He anticipates that the Village has been awarded between $1.1 million to $1.3 million to date for the redevelopment of the Clarendon Hills train station. He also stated that he appreciates the support he has received from staff and Village Boards through the years.
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, and Public Safety Committee at 6:47 p.m. 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
Administrative and Legislative
1. Staff requested approval of the proposed pay grades for non-union employees and the proposed salary increases for part-time and paid-on-call firefighter/paramedic employees for calendar year 2021. Staff recommended increasing non-union employee pay grades by 3% and increasing part-time and paid-on-call firefighter/paramedic employee salaries by 2.5%. Non-union employees will also be eligible to receive a merit increase of up to 4% per year. An Assistant Village Manager/HR Director classification was added to the non-union pay grades this year. Two Ordinances were presented for first consideration establishing pay grades and wages for calendar year 2021.
2. The Village’s contract with Proxit Inc. (“Proxit”) for information technology (“IT”) maintenance and computer equipment support expires on December 31, 2020. Because staff has been pleased with the services that Proxit provides, staff requested authorization to renew the contract for another year. The proposed contract covers all ongoing support as well as consulting for capital improvement projects. A Resolution was presented for adoption approving a one-year Master Service Provider Agreement between the Village and Proxit for IT services through December 31, 2021 in the amount of $45,000.
Community and Intergovernmental Affairs
1. The Village’s Intergovernmental Agreement (“IGA”) with the Clarendon Hills Public Library for financial, information technology, and telecommunications services expires on December 31, 2020. Staff requested authorization to renew the IGA through December 31, 2023.
The terms of the new IGA will remain unchanged from the prior version and the Library will continue to reimburse the Village $585 per month. A Resolution was presented for adoption approving a three-year IGA between the Village and the Clarendon Hills Public Library.
2. On October 21, 2020, the Board of Trustees of the West Suburban Mass Transit District (the “District”) agreed to distribute any remaining funds to their member communities, discontinue services, and dissolve the District by December 21, 2020. The Board of Trustees requested that each of the District’s member communities approve the discontinuance of services and the dissolution of the District by adopting a Resolution of Dissolution. A Resolution was presented for adoption approving the dissolution of the District.
Finance
1. Trustee Jorissen stated that the proposed calendar year 2021 budget was reviewed in detail during a budget workshop of the Board prior to the Village Board meeting on November 2, 2020. She highlighted the proposed adjustments that were made following the budget workshop. An Ordinance was presented for first consideration approving the Village’s calendar year 2021 budget.
2. Trustee Jorissen announced and presented the Village’s 2020 estimated property tax levy. She stated that the Village’s levy is estimated to increase by 2.3% of the estimated allowable 3.11%. That increase is the result of taking the 2.3% of the allowable 3.11% of the Consumer Price Index (CPI) plus .81%, which is the new construction growth estimate. As a non-home rule municipality, the Village is subject to the “tax cap” legislation which limits the overall tax levy increase to the lesser of 5% or the CPI plus new construction growth. Based on estimates from the Downers Grove Township Assessor, the Village’s overall assessed valuation is projected to increase by 1.0%. Therefore, the 2019 assessed value of $594,274,371 would increase to $600,217,115 in 2020. If the final valuation, which will not be known until April 2021, is greater than or less than the estimate, the final tax rate, but not the levied dollar amount, will be adjusted down or up accordingly. An Ordinance was presented for first consideration authorizing the levy and collection of taxes for the calendar year beginning January 1, 2020 and ending December 31, 2020.
3. Ten Ordinances were presented for first consideration to abate taxes levied to pay the principal and interest on General Obligation Bonds (Alternate Revenue Source) issued to fund road improvements within Special Service Area (SSA) Nos. 15 through 34. The debts are being repaid through the levying of taxes on properties within each corresponding SSA. Therefore, the General Obligation Bond levies must be abated each year.
Public Safety
1. The calendar year 2021 budget includes $181,000 for the replacement of all self-contained breathing apparatus (“SCBA”) units for the Fire Department. Chief Leahy has applied for grant funding for new SCBA units for the past three years without success. A committee comprised of Fire Department personnel was created in August 2020 to research and test all available SCBA units. The committee ultimately selected two manufacturers for a full evaluation, MSA and Scott.
Based on the committee’s recommendation, staff requested that the Board adopt a Resolution waiving the competitive bidding process and approving the purchase of MSA SCBA units from Air One Equipment, Inc. in the amount of $179,150.
2. During the November 2, 2020 Village Board meeting, Police Chief Dalen presented data regarding car burglaries and car thefts in the Village which resulted in a discussion to identify methods to increase communication and awareness. Chief Dalen and the Public Safety Committee met last week to consider this matter further. The consensus was that placing portable street signs and providing car magnets to residents promoting the “Lock It or Lose It” initiative would be helpful methods of relaying that message. Preliminary designs and pricing were discussed. Although the Board supported this effort, Board members suggested that the Village needs to be consistent with marketing and branding. Trustee DeDobbelaere stated that a final design will be presented for the Board’s consideration and approval. He also recommended purchasing two ads in the Clarendon Courier newspaper to promote the message and including the “9:00 p.m. Routine” in the next edition of Trustee Topics and on the Village’s Facebook page.
6. RECONVENE THE VILLAGE BOARD MEETING
Trustee Knoll moved to reconvene the Village Board meeting at 7:37 p.m. 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
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 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
8.1. Approval of the Special Village Board Meeting (Budget Review) Minutes of November 2, 2020 – OMNIBUS VOTE
8.2. Approval of the Special Village Board Meeting Minutes of November 2, 2020 – OMNIBUS VOTE
8.3. First Consideration of “An Ordinance Establishing Wages and Salaries for Employees of the Village of Clarendon Hills for the Calendar Year 2021” – OMNIBUS VOTE
8.4. First Consideration of “An Ordinance Establishing Wages and Salaries for Part-Time and Paid-on-Call Firefighter/Paramedic Employees of the Village of Clarendon Hills for the Calendar Year 2021” – OMNIBUS VOTE
8.5. Adoption of “A Resolution Approving a One-Year Agreement between the Village of Clarendon Hills and Proxit Inc. for Information Technology Services in the Amount of $45,000” (Resolution No R-20-50) – OMNIBUS VOTE
8.6. Adoption of “A Resolution Approving an Intergovernmental Agreement between the Village of Clarendon Hills and the Clarendon Hills Public Library in regard to Financial, Information Technology, and Telecommunications Services” (Resolution No. R-20-51) – OMNIBUS VOTE
8.7. Adoption of “A Resolution Authorizing Dissolution of the West Suburban Mass Transit District” (Resolution No. R-20-52) – OMNIBUS VOTE
8.8. Approval of Claims No. 20-11-02 in the Amount of $250,942.34 – OMNIBUS VOTE
8.9. First Consideration of “An Ordinance Adopting the Annual Budget for Calendar Year 2021” – OMNIBUS VOTE
8.10. First Consideration of “An Ordinance Authorizing the Levy and Collection of Taxes for the Corporate and Municipal Purposes of the Village of Clarendon Hills, DuPage County, Illinois, for the Calendar Year Commencing January 1, 2020 and Ending December 31, 2020” – OMNIBUS VOTE
8.11. First Consideration of “An Ordinance Abating the Tax Hereto Levied for the Year 2020 to Pay the Principal and Interest on $360,000 General Obligation Bonds (Alternate Revenue Source), Series 2009, of the Village of Clarendon Hills, DuPage County, Illinois” – OMNIBUS VOTE
8.12. First Consideration of “An Ordinance Abating the Tax Hereto Levied for the Year 2020 to Pay the Principal and Interest on $500,000 General Obligation Bonds (Alternate Revenue Source), Series 2011, of the Village of Clarendon Hills, DuPage County, Illinois” – OMNIBUS VOTE
8.13. First Consideration of “An Ordinance Abating the Tax Hereto Levied for the Year 2020 to Pay the Principal and Interest on $500,000 General Obligation Bonds (Alternate Revenue Source), Series 2012A, of the Village of Clarendon Hills, DuPage County, Illinois” – OMNIBUS VOTE
8.14. First Consideration of “An Ordinance Abating the Tax Hereto Levied for the Year 2020 to Pay the Principal and Interest on $440,000 General Obligation Bonds (Alternate Revenue Source), Series 2013, of the Village of Clarendon Hills, DuPage County, Illinois” – OMNIBUS VOTE
8.15. First Consideration of “An Ordinance Abating the Tax Hereto Levied for the Year 2020 to Pay the Principal and Interest on $700,000 General Obligation Bonds (Alternate Revenue Source), Series 2014, of the Village of Clarendon Hills, DuPage County, Illinois” – OMNIBUS VOTE
8.16. First Consideration of “An Ordinance Abating the Tax Hereto Levied for the Year 2020 to Pay the Principal and Interest on $1,300,000 General Obligation Bonds (Alternate Revenue Source), Series 2015, of the Village of Clarendon Hills, DuPage County, Illinois” – OMNIBUS VOTE
8.17. First Consideration of “An Ordinance Abating the Tax Hereto Levied for the Year 2020 to Pay the Principal and Interest on $1,285,000 General Obligation Bonds (Alternate Revenue Source), Series 2016, of the Village of Clarendon Hills, DuPage County, Illinois” – OMNIBUS VOTE
8.18. First Consideration of “An Ordinance Abating the Tax Hereto Levied for the Year 2020 to Pay the Principal and Interest on $800,000 General Obligation Bonds (Alternate Revenue Source), Series 2017, of the Village of Clarendon Hills, DuPage County, Illinois” – OMNIBUS VOTE
8.19. First Consideration of “An Ordinance Abating the Tax Hereto Levied for the Year 2020 to Pay the Principal and Interest on $1,100,000 General Obligation Bonds (Alternate Revenue Source), Series 2018, of the Village of Clarendon Hills, DuPage County, Illinois” – OMNIBUS VOTE
8.20. First Consideration of “An Ordinance Abating the Tax Hereto Levied for the Year 2020 to Pay the Principal and Interest on $700,000 General Obligation Bonds (Alternate Revenue Source), Series 2019, of the Village of Clarendon Hills, DuPage County, Illinois” – OMNIBUS VOTE
9. NON-CONSENT AGENDA ITEMS
9.1. Trustee Knoll moved to adopt “A Resolution Authorizing Waiving the Bidding Process and Approving the Purchase of Replacement Self-Contained Breathing Apparatus (SCBA) Units from Air One Equipment, Inc. of South Elgin, IL in the Amount of $179,150” (Resolution No. R-20-53). 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
10. REPORTS OF OFFICERS
• Village Manager Barr announced that the next Village Board meeting is scheduled for December 7. He reported that the Public Safety Committee is schedule to meet at 5:00 p.m. on November 19 to discuss the Fire Department Study which will be presented to the full Board at a future meeting. He stated that the Local Liquor Commission (“LLC”) met earlier this evening to consider an application from J.K. Walkers LLC located at 1 Walker Avenue for a new Class C Liquor License. The LLC anticipates requesting Board approval at the December 7 meeting.
Village Manager Barr also addressed ongoing issues that have been discussed regarding potential future 5G applications. He explained that, based on preliminary applications that were submitted in Western Springs, Village Attorney Michael Marrs, who also represents the Villages of Hinsdale and Western Springs, had sent a letter to Verizon Wireless (“Verizon”) confirming that Verizon had informally agreed to delay any applications. Mr. Marrs received a response from Verizon stating that it does intend to continue to delay applications. Western Springs Village President Gallagher issued an executive order to temporarily suspend the review of all small-cell permit applications until Western Springs’ “state of emergency” has been lifted. Manager Barr will confirm with Mr. Marrs that Verizon’s response also applies to Clarendon Hills and Hinsdale. He will request that Mr. Marrs draft a letter for Clarendon Hills residents reflecting the Village’s concerns regarding local controls with respect to the installation of 5G equipment.
• Assistant to the Village Manager Creer had no report but he responded to a question from Trustee Hall regarding the appropriateness of placing memes on the Village’s Facebook page using copyrighted material without copyright approval. Assistant Creer stated that he believes memes are covered under fair use of copyrighted materials. He will research this issue.
• Finance Director Potempa reported that she is scheduled to meet with the Village’s auditors this week to begin planning for next year’s audit. Preliminary fieldwork will be on December 10.
• Public Works Director McLaughlin announced that the Public Works Department will be participating in a turkey oil recycling program on November 28 from 9:00 a.m. to 12:00 p.m. at Public Works. Leftover oil from frying turkeys will be repurposed into biofuel. Public Works crews conducted another survey of rocks that have not yet been removed from Village parkways and that a final round of letters will be mailed to affected homeowners requiring that they be removed. COVID-19 contingency planning continues with the Villages of Hinsdale and Westmont. Director McLaughlin spoke with the downtown sidewalk snow removal contractor who provided pricing to plow additional segments if needed. Public Works crews installed the holiday wreaths and wrapped the streetlights with greens. Next week, 25 Lion’s Club trees will be placed throughout the downtown for the Chambers of Commerce tree decorating program.
• Community Development Director Ungerleider thanked all those who attended the rededication ceremony of the WWII Memorial. He acknowledged President Austin and his wife, Suzanne, for unveiling the new Monument and Eagle Scout Candidate Carlos Campbell for restoring the plaque and for organizing and hosting the event. He reported that work on the train station project continues to progress, but that subcontractors have been delayed due to COVID-19 related staffing issues.
11. OTHER BUSINESS – There was none.
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 7:58 p.m. Trustee Knoll 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/_11162020-484
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