Minutes

Village of Glencoe

Board of Trustees

Regular Meeting

 

Village Hall Council Chamber

675 Village Court

Thursday, June 15, 2017 – 7:00 PM

 

1.              Call to Order and Roll Call

The Regular Board Meeting of the Board of Trustees of the Village of Glencoe was called to order by the President of the Village of Glencoe, Cook County, Illinois, at 7:15 p.m. on the 15th day of June, 2017, in the Village Hall Council Chamber. The following were in attendance:
 

Attendee Name

Title

Status

Village Board

Trent Cornell

Trustee

Present

Gail Lissner

Trustee

Present

Barbara Miller

Trustee

Present

Peter Mulvaney

Trustee

Absent

Dale Thomas

Trustee

Present

Jonathan Vree

Trustee

Present

Lawrence Levin

Village President

Present

Village Staff

Philip Kiraly

Village Manager

Present

Steven Elrod

Village Attorney

Present

Sharon Tanner

Assistant Village Manager

Present

David Clark

Director of Finance

Present

David Mau

Director of Public Works

Present

Megan Hoffman

Management Analyst

Present

Adam Hall

Management Analyst

Present

Laura Boll

Management Analyst/Deputy Village Clerk

Present

Stella Nanos

Glencoe Golf Club General Manager

Present

Anna Kesler

Civil Engineer

Present

Nathan Parch

Planning & Development Administrator

Present

 

2.              Consideration of Minutes

a.              Board of Trustees - Regular Meeting - May 18, 2017 7:00 PM

b.              Board of Trustees - Inaugural Meeting - May 18, 2017 7:30 PM

 

Trustee Thomas requested that the regular Village Board minutes be corrected to change a word used during his committee report. With this correction, Trustee Thomas moved, seconded by Trustee Miller to accept the minutes. Said motion passed with the following vote:

RESULT:              ACCEPTED AS AMENDED [UNANIMOUS]

AYES:              Cornell, Lissner, Miller, Thomas, Vree

ABSENT:              Mulvaney

3.              Public Comment

There were no comments from the public.

4.              Reports of Committees

a.              Committee of the Whole

President Levin reported that several items had been discussed at the Committee of the Whole meeting, including mobile food service vendors and the regulation of short-term rentals.

 

b.              Finance Committee

Trustee Vree reported that the Finance Committee met this week and reviewed the monthly financial reports. The Committee had previously asked staff for more analysis on property tax trends because of a lag but analysis shows that the receipts were made up over the last month. He noted that state income tax receipts are lagging and that the Committee is continually discussing ways to prepare for any changes coming from the State of Illinois. He also reported that the Committee also reviewed the format of the monthly financial reports with staff, discussing ways to help make them easier to read and interpret.

 

c.              Golf Advisory Committee

Trustee Thomas reported that the Golf Advisory Committee will meet next week. He noted that the Village and Glencoe Golf Club have finally reached an agreement with the Cook County Forest Preserve and are now considering options for the potential new club house. Additionally, Trustee Thomas reported the Glencoe Golf Club recently hosted a successful Family Fun Day and Stella Nanos, Golf Club General Manager, recently gave a tour of the Golf Club to the new Executive Vice President of the Chicago Botanic Garden, sharing details of the Golf Club’s many environmental efforts.

 

d.              Plan Commission

Trustee Miller reported that the Plan Commission did not meet. She noted that relevant planning topics will be discussed later in the meeting as part of the Tudor Court Design Project presentation.

 

e.              Sesquicentennial Planning Group

Trustee Lissner reported that the Sesquicentennial Planning Group had two meetings this month. In the first meeting, the group discussed a preliminary timeline as well as the important elements of the Sesquicentennial, such as a legacy project, Village-wide celebrations and a historical project led by the Glencoe Historical Society. In the second meeting, the group looked at potential logo designs, drafted by Management Analyst Megan Hoffman. The group is anxious to get more community members engaged in the planning process in the near future.

 

f.              Sustainability Task Force

Trustee Mulvaney was not present to give the report.

5.              Reports of Officers

a.              Reports of the Village Manager

Manager Kiraly provided an update on the Village’s transition to the Village of Glenview’s dispatching services on June 6. He reported that since the transition, there have been no significant issues and that staff will continually focus on ensuring that the service provided by Glenview is of the highest quality. He reminded the Board that due to the consolidation, Village Hall is now closed in the evenings and on weekends and that emergency telephones are located in both vestibules to accommodate those walking in to the building that may need immediate emergency assistance. He added that commuter parking permits may now be purchased online.

 

Manager Kiraly shared that the first Coffee with the Board event was a success and that the next Coffee with the Board will take place on Tuesday, July 11, from 7-9 a.m. at the Glencoe Metra Station.

 

Manager Kiraly then reported on the on-going construction that is underway as part of the Community Improvement Program. He encouraged residents to check the Village’s website, social media sites and Village eNews for regular updates on the progress and noted that informational signs are posted at each project location with the Village’s website address and telephone number. 

 

Manager Kiraly shared information regarding the following special events:

 

·         The Glencoe French Market is open for the season and will continue every Saturday through October 15. He noted his Village Manager’s Blog from this week outlines details of the Market.

·         The Village and Park District are coordinating the annual 4th of July celebration, which includes our parade and fireworks, among other holiday traditions. 

 

Manger Kiraly finished his report by thanking Management Analyst Laura Boll, whose last day is June 23, for her service to the Village.

 

b.              Reports of the Village President

President Levin also thanked Management Analyst Boll for her service to the Village. He reported that the Board is in the beginning stages of a new strategic visioning process, as the current three-year Strategic Work Plan is nearing completion. To initiate the process, a small group of Trustees will work with Village staff to look into current issues and to collect any data necessary for the visioning process. This information will be put into a report to be shared with the full Board in September, at which point a facilitator will help guide strategic visioning discussion.


The next Village Board meeting will be on Thursday, July 20, 2017.

i.              Annual Report of the Sustainability Task Force

Management Analyst Adam Hall, staff liaison to the Sustainability Task Force, shared details of the Sustainability Task Force’s projects and initiatives over the last year. He reported that the Task Force’s areas of focus included awareness building, collaboration, multi-agency initiatives, studies and exploration of alternative funding opportunities. Activities and accomplishments over the last year included visits to and a baseline survey of sustainability practices in Glencoe businesses, the development of a business outreach and recognition program as well as hosting a Ravine Workshop in April in conjunction with the Alliance for the Great Lakes and the Chicago Botanic Garden. He shared that the Task Force intends to continue discussions with ravine adjacent property owners.

 

Management Analyst Hall added that the Task Force also engaged in discussions with the Active Transportation Alliance to discuss an active transportation plan. With Board direction, the Task Force reached out to local organizations to identify if an active transportation study was of interest to the community and both School District 35 and the Glencoe Park District Board pledged funding for the study. The Village has applied for grant funding for the remainder of the cost of the study, and the Task Force is planning to bring this item back for Village Board discussion at the August Committee of the Whole meeting.

 

Management Analyst Hall noted that on the agenda for this evening is the Village’s investment in improving and maintaining ravine outfalls utilizing best management practices for the conveyance of storm water

 

Moving forward, the Task Force hopes to collectively engage community organizations in an inclusive exercise to create a short vision statement regarding financial and environmental sustainability in Glencoe. The vision statement could then be approved and signed by each governance board in a similar manner as the Community Inclusiveness Pledge that was initiated by the Board in May.

 

ii.              Reappointment of Caren Thomas as Plan Commission Chair

Trustee Miller moved, seconded by Trustee Thomas to confirm the reappointment of Caren Thomas as Plan Commission Chair. The motion was adopted with the following vote:

 

RESULT:              ADOPTED [UNANIMOUS]

AYES:              Cornell, Lissner, Miller, Thomas, Vree

ABSENT:              Mulvaney

 

6.              Consent Agenda

To allow time for a presentation and discussion during the Board meeting, the item Consideration of a Resolution Authorizing the Village Manager to Execute an Agreement with Teska Associates for the Tudor Court Design Project in an Amount Not to Exceed $30,000 was moved from the Consent Agenda to Regular Business. Trustee Thomas moved, seconded by Trustee Miller to move the item to Regular Business. The motion was adopted with the followed vote:

 

 

RESULT:              ADOPTED [UNANIMOUS]

AYES:              Cornell, Lissner, Miller, Thomas, Vree

ABSENT:              Mulvaney

 

 

Trustee Thomas moved, seconded by Trustee Miller to adopt the following Consent Agenda items:

a.              May 2017 Treasurer's Report & Glencoe Golf Club Financial Report

b.              Consideration of a Resolution Establishing Prevailing Wages as of June 1, 2017

c.              Consideration of an Ordinance Authorizing the Disposal of a Reserve Fire Engine (E30R)

d.              Consideration of a Resolution Authorizing a Change Order to the Agreement with Voris Mechanical, Inc. of Glendale Heights, Illinois for the Glencoe Village Hall HVAC Improvement Project

e.              Consideration of a Resolution Authorizing the Village Manager to Execute a Contract with Mark Meade Excavators Inc. of Grayslake, Illinois  for Underground Construction Services for a Cost Not-to-Exceed $20,000; and Biagi Plumbing Corporation of Gurnee, Illinois for Underground Construction Services for a Cost Not-to-Exceed $20,000

f.              Consideration of an Ordinance Authorizing the Disposal of a 2002 Vermeer 50TX Stump Grinder and Authorizing the Village Manager to Execute a Contract for the Purchase of One (1) Vermeer SC552 Stump Grinder from Vermeer-Illinois of Aurora, Illinois in an Amount Not to Exceed $47,973

g.              Consideration of a Resolution Authorizing the Village Manager to Execute a Contract with A-1 Contractors Inc. of Wheeling, IL for Excavation Spoils Removal and Snow Hauling for a Cost Not-to-Exceed $37,915

 

The motion was adopted with the followed vote:

RESULT:              ADOPTED [UNANIMOUS]

AYES:              Cornell, Lissner, Miller, Thomas, Vree

ABSENT:              Mulvaney

 

7.              Regular Business

a.              Consideration of a Resolution Authorizing the Village Manager to Execute an Agreement with Teska Associates for the Tudor Court Design Project in an Amount Not to Exceed $30,000

Before the presentation from Teska Associates, Inc., Manager Kiraly reminded the Board that the Tudor Court design project is an outgrowth of the comprehensive downtown planning process that concluded with the Village Board’s acceptance of the Downtown Plan in December 2016. He reported that while there is funding in the current fiscal year budget to also conduct a space use analysis of Wyman Green, staff’s recommendation is to defer the Wyman Green project and focus on Tudor Court. Manager Kiraly added that while Tudor Court needs resurfacing, the Public Works Department is deferring any work until a comprehensive plan for Tudor Court is in place, noting that with the success of Writers Theatre, Tudor Court has taken up new prominence. He added that with Tudor Court, there is both an opportunity for an improved aesthetic and for changes in overall use, but to accomplish this, a design review process that engages both the community and the Board is needed. The Village hopes to work with Teska Associates, Inc. on an aggressive design schedule to take advantage of any available bond funds for street resurfacing if possible. He added that construction may begin as early as calendar year 2018.

 

Planning and Development Administrator Nathan Parch reported that when considered in the overall context of the Downtown Plan, Tudor Court is important because the Village is able to create public space in limited capacities and Tudor Court is an opportunity to add to the character of downtown Glencoe. The goal of the process is to help define a unique space in Glencoe.

 

Ms. Jodi Mariano, Principal Landscape Architect with Teska Associates, Inc., reported that to develop the design process, Mr. Lee Brown, President of Teska Associates, Inc., and their team have worked with Village staff on defining project scope and then applied best practices to the process to ensure that a variety of input is collected. She noted that a stakeholder committee, inclusive of staff, local businesses and residents and Writers Theatre representatives, will be formed and that the process will be broken into three phases: 1) a space-use analysis, 2) benchmarking and conceptual models and 3) concept testing. Ultimately, three concepts will be tested in August with the stakeholder committee and the Board will be presented these options in September. The options will be tested with the overall community in October via an online engagement platform. Ms. Mariano explained that once all feedback is tallied, a preferred concept plan will be presented to the Board in December. This two-scale plan will be used to generate cost-estimates and to prepare bid documents.

 

Trustee Vree asked Ms. Mariano if costs will be associated with and sustainable practices incorporated into the three main concepts presented in September, which she confirmed.

 

Trustee Cornell stated he thinks the schedule is aggressive and asked what would change if the Board had thoughts and changes in September. Ms. Mariano explained that if there are significant changes, they can be incorporated into the concepts prior to going out to the community. Trustee Miller added that a report will be given to the Plan Commission each month as well.

 

Trustee Miller then went on to ask Manager Kiraly if there are any hard deadlines in this process, inquiring if construction has to begin in calendar year 2018. Manager Kiraly explained that if there are bond construction funds that are not being allocated to other projects, it would be prudent to use them. He added that the Village will be mindful to limit disruption to Writers Theatre during any actual construction.

 

Trustee Thomas moved, seconded by Trustee Miller to adopt the resolution. Said motion was adopted with the following vote:

RESULT:              ADOPTED [UNANIMOUS]

AYES:              Cornell, Lissner, Miller, Thomas, Vree

ABSENT:              Mulvaney

 

b.              Consideration of a Resolution Authorizing the Purchase of one (1) 2017 Ford F550 4X4 Chassis and Custom Horton Conversion Ambulance and Associated Equipment for the Department of Public Safety in an Amount Not to Exceed $310,719.51

Deputy Chief Mary Saikin summarized the process undertaken by an internal committee to determine the best replacement ambulance for the Glencoe community. Ultimately the choice to purchase this specific mobile intensive care unit (MICU) was made per the recommendation of the Northwest Municipal Conference Suburban Purchasing Cooperative. She summarized the benefits of the new ambulance and the new power lift/load equipment. Deputy Chief Saikin added that the Public Safety Department plans to keep the current ambulance in reserve to be used while the new ambulance is in maintenance and for special events. Trustee Miller asked if this model is similar to what neighboring communities are using, which Deputy Chief Saikin confirmed, noting that the selection committee visited the Village of Northfield which has recently purchased the same ambulance. 

 

Trustee Thomas moved, seconded by Trustee Miller to adopt the resolution. Said motion was adopted with the following vote:

 

RESULT:              ADOPTED [UNANIMOUS]

AYES:              Cornell, Lissner, Miller, Thomas, Vree

ABSENT:              Mulvaney

 

c.              Consideration of a Resolution Authorizing the Village Manager to Execute a Contract with Peter Baker and Son Company of Lake Bluff, Illinois for the 2017 Maintenance Street Resurfacing Program for a Total Not-to-Exceed Cost of $1,179,145; and, Execute an Amendment to an Agreement with Hampton, Lenzini and Renwick, Inc. of Elgin, Illinois to Provide Construction Engineering Services for the Maintenance Resurfacing Program for a Total Not-to-Exceed cost of $20,904

Before beginning his presentation, Public Works Director David Mau congratulated Civil Engineer Anna Kesler on passing her professional engineer (PE) exam. 

 

He reported that in Fiscal Year 2018, 22 streets and one public alley were selected for street resurfacing based on pavement condition measured by an IMS study conducted in 2016, as well as with staff knowledge of the road network and conditions. Four highly completive bids were received and Peter Baker and Son Company was selected because they were highly qualified, their bid was competitive and they are familiar with the Glencoe community. Director Mau added that that amendment to the construction engineering services contract, originally approved in March, with Hampton, Lenzini and Renwick, Inc. is necessary due to the complexity of some of the projects including ADA requirements and concrete inspections.

 

Trustee Thomas moved, seconded by Trustee Miller to adopt the resolution. Said motion was adopted with the following vote:

RESULT:              ADOPTED [UNANIMOUS]

AYES:              Cornell, Lissner, Miller, Thomas, Vree

ABSENT:              Mulvaney

 

d.              Consideration of a Resolution Authorizing the Village Manager to Execute a Contract with Glenbrook Excavating, Inc. of Wauconda, Illinois for the 2017 Water Main Replacement Improvement Project for a Not-to-Exceed Cost of $472,131

Director Mau reminded the Board that in the spring of 2016 a water distribution study was conducted which identified 49 water mains for replacement based on reliability, water flow and residential/fire suppression supply needs. The four projects being undertaken this year represent those at the top of that list. He added that while the Fiscal Year 2018 budget allocates $380,000 to these projects as part of the 10-Year Community Improvement Program, the complexity of the projects led to bids to come back higher than expected. He noted that the gap will be covered by an excess fund balance in the Water Fund.

 

Trustee Miller asked what about these specific water main replacement projects makes them more complicated, to which Director Mau explained that the various locations of the projects are the main issue. He noted that one project is on a narrow private street, another main is located within a complicated underground utility matrix and another runs through rear yard easements and private yards.

 

Trustee Thomas moved, seconded by Trustee Miller to adopt the resolution. Said motion was adopted with the following vote:

RESULT:              ADOPTED [UNANIMOUS]

AYES:              Cornell, Lissner, Miller, Thomas, Vree

ABSENT:              Mulvaney

 

e.              Consideration of Resolution Authorizing the Village Manager to Execute a Contract with Campanella & Sons, Inc. of Wadsworth, Illinois for the Brentwood/Rockgate Ravine Improvements Project in an Amount Not to Exceed $360,406

Public Works Director Mau summarized the scope of the storm sewer outfall improvement project, noting that this project addresses an outfall for two subdivisions that has experienced erosion and degradation since being installed in the 1970s. He noted that the project requires a skilled contractor with the capacity to replace the outfall structures, restore and stabilize the slope and then to install materials to protect the ravine bottom. Director Mau reported that two bids were received, and while both bids were over the budgeted amount, there are adequate funds in the Bond Fund to cover the additional cost. He added that staff will work closely with the contractor to value-engineer where possible in an effort to further reduce the total cost of this project.

 

Trustee Vree noted that he would like to discuss how surplus bond funds can be used to off-set the cost of necessary projects. Manager Kiraly stated that bid results this year have been favorable overall and that staff planned to bring options to the Finance Committee for the use of excess Bond Funds, including the potential of pulling forward projects originally slated for Fiscal Year 2019.

 

Trustee Thomas moved, seconded by Trustee Miller to adopt the resolution. Said motion was adopted with the following vote:

RESULT:              ADOPTED [UNANIMOUS]

AYES:              Cornell, Lissner, Miller, Thomas, Vree

ABSENT:              Mulvaney

8.               Other Business

There was no other business discussed. 

9.              Closed Session (If Necessary)

At 8:37 p.m. Trustee Thomas moved, seconded by Trustee Miller to convene into closed session pursuant to Section 2(c)1 of the Illinois Open Meetings Act to for the purpose of discussing employee performance. Said motion passed with the following vote:

RESULT:              ADOPTED [UNANIMOUS]

AYES:              Cornell, Lissner, Miller, Thomas, Vree

ABSENT:              Mulvaney

10.              Adjourn

At 10:10 p.m. Trustee Thomas moved, seconded by Trustee Miller to adjourn the meeting. Said motion passed with the following vote:

RESULT:              ADOPTED [UNANIMOUS]

AYES:              Cornell, Lissner, Miller, Thomas, Vree

ABSENT:              Mulvaney