Village of Oswego Village Board met June 20.
Here is the minutes provided by the Board:
Call to Order and Pledge of Allegiance:
Trustee Pam Parr called the meeting to order at 7:04 p.m. and led the Pledge of Allegiance to the Flag of the United States of America.
Roll Call:
Physically Present: Trustees Ryan Kauffman; Karin McCarthy-Lange, Pam Parr, Luis Perez and Judy Sollinger. Absent: President Gail Johnson and Trustee Joe West
Staff Present: Dan Di Santo, Village Administrator; Christina Burns, AVA/HR Director; Tina Touchette, Village Clerk; Jennifer Hughes, Public Works Director; Jeff Burgner, Police Chief; Rod Zenner, Community Development Director; Michele Brown, Community Relations Manager; Mark Horton, Finance Director; Corinna Cole, Economic Development Director; Jay Hoover, Building & Zoning Manager; and David Silverman, Village Attorney.
B.1. Motion to Appoint Trustee Pam Parr as the Acting Chair for the June 20, 2017 Regular Village Board Meeting.
Administrator Di Santo asked for a Motion to Appoint Trustee Pam Parr as the Acting Chair for the June 20, 2017 Regular Village Board Meeting. A motion was made by Trustee Perez and seconded by Trustee Sollinger to Approve a Motion to Appoint Trustee Pam Parr as the Acting Chair for the June 20, 2017 Regular Village Board Meeting.
Aye: Ryan Kauffman Karin McCarthy-Lange
Pam Parr Luis Perez
Judy Sollinger
Nay: None
The motion was declared carried by a roll call vote with five (5) aye votes and zero (0) nay votes.
Consideration Of And Possible Actions On Any Requests For Electronic Participation In Meeting:
There was no one who requested to attend electronically.
Recognitions/Appointments:
D.1. Oath of Office
a. Nicholas A. Mazzone- Patrol Officer
Chief Burgner briefly spoke about Nicholas A. Mazzone’s history. They are at full staff now. Chairperson, Ronald Elvin, from the Police Commission was present. Acting Chair Pam Parr administered the oath of office.
D.2. Recognize Tim Murray, Police Commission Chairperson
Acting Chair Pam Parr briefly spoke. Chief Burgner briefly spoke about Tim Murray’s history with the Police Commission and thanked him for his ten years of service. Trustee Ryan Kauffman briefly spoke about his first position with the Village as being on the Police Commission. He thanked Tim Murray. On behalf of the Village and Police Department, Tim was presented with a gift. Tim Murray thanked the Village Board stating it was a privilege to serve on the Police Commission Board and serve the community. He thanked Chief Burgner and Ron Dietz and recognized and thanked Denise Lawrence for all her support. He thanked Command staff and citizens. He stated the important people are the police officers; they are what it is all about.
Public Forum:
The Public Forum was opened at 7:17 p.m.
There was no one who requested to speak; the Public Forum was closed at 7:17 p.m.
Staff Reports:
Village Administrator- first Community Conversations is scheduled for June 27th at 7:00 pm at Fox Chase Elementary. This is the first of three traveling municipal road shows to assist the residents in finding out what is going on in Oswego. Village Board members and staff will be present to get input from residents. GoOswego kick-off campaign started at PrairieFest. Billboards will start going up next week on US Highway 34 near Naperville and I-88/Eola.
Consent Agenda:
G.1. June 6, 2017 Committee of the Whole Minutes
G.2. June 6, 2017 Regular Village Board Minutes
G.3. June 6, 2017 Closed Session Minutes (Approve, but Not Release)
G.4. Ordinance Amending Title 3 Chapter 7; Increase Class "C" Liquor License for LongHorn Steakhouse Located at 2650 US Highway 34. (First Read of Ordinance, Waiver of Second Read) Ordinance No. 17-32
G.5. Resolution Authorizing the Release of Certain Close Session Minutes. Resolution No. 17-R-56
G.6. Resolution Authorizing Final Acceptance of Public Improvements and Release of Surety Related to a Temporary Access Drive for the Milazzo Subdivision at 4771-4790 Route 71; Effective June 21, 2017. Resolution No. 17-R-57
G.7. Resolution Authorizing the Execution of a Contract with Advanced Roofing Inc. in the Amount of $28,917.00 for the Re-Roofing of the Salt Storage Dome. Resolution No. 17-R-58; project was re-bid with more details and came under budget by $31,000+.
G.8. Resolution Authorizing the Execution of a Contract with Lakeshore Recycling Systems, d.b.a. Clean Sweep for Street Sweeping Throughout the Village Limits in the Amount of $40,608.00 for FY18, $41,825.00 for FY19, and $43,078.00 for FY20. Resolution No. 17-R-59; Amounts will be added to the budget as the actual numbers; current street sweeper can be rehabbed; contracting out the heavy sweeping and keeping he current sweeper for another 10-15 years; contract will handle the bulk of the sweeping.
A motion was made by Trustee Kauffman and seconded by Trustee McCarthy-Lange to approve the Consent Agenda; Approving June 6, 2017 Committee of the Whole Meeting Minutes; Approving the June 6, 2017 Regular Village Board Minutes; Approving, but not Releasing the June 6, 2017 Closed Session Minutes; and approving the following ordinance and resolutions:
Ordinance No. 17-32; Ordinance Amending Title 3 Chapter 7; Increase Class "C" Liquor License for LongHorn Steakhouse Located at 2650 US Highway 34.
Resolution No. 17-R-56; Resolution Authorizing the Release of Certain Close Session Minutes.
Resolution No. 17-R-57; Resolution Authorizing Final Acceptance of Public Improvements and Release of Surety Related to a Temporary Access Drive for the Milazzo Subdivision at 4771-4790 Route 71; Effective June 21, 2017.
Resolution No. 17-R-58; Resolution Authorizing the Execution of a Contract with Advanced Roofing Inc. in the Amount of $28,917.00 for the Re-Roofing of the Salt Storage Dome.
Resolution No. 17-R-59; Resolution Authorizing the Execution of a Contract with Lakeshore Recycling Systems, d.b.a. Clean Sweep for Street Sweeping Throughout the Village Limits in the Amount of $40,608.00 for FY18, $41,825.00 for FY19, and $43,078.00 for FY20.
Aye: Ryan Kauffman Karin McCarthy-Lange
Pam Parr Luis Perez
Judy Sollinger
Nay: None
The motion was declared carried by omnibus roll call vote with five (5) aye votes and zero (0) nay votes.
Bill List:
H.1. Approve Bill List Dated June 20, 2017 in the Amount of $974,982.41.
A motion was made by Trustee Sollinger and seconded by Trustee Kauffman to Approve the Bill List Dated June 20, 2017 in the Amount of $974,982.41.
Aye: Ryan Kauffman Karin McCarthy-Lange
Pam Parr Luis Perez
Judy Sollinger
Nay: None
The motion was declared carried by a roll call vote with five (5) aye votes and zero (0) nay votes.
Old Business:
There was no Old Business.
New Business:
J.1. Resolution Authorizing the Execution of a Maintenance Easement and Assignment of Rights Agreement with the Ogden Falls Homeowners Association.
Director Hughes addressed the Board regarding a maintenance agreement with Ogden Falls Homeowners Association. The Village took dedication of the private residential roads in the Ogden Falls Unit 1 subdivision in 2015. The property lines along several properties are located immediately behind the curb. There are no easements in favor of the Village to allow the Village to maintain, repair and/or replace street lights, traffic signs, sidewalks, and parkway trees which are situated between the sidewalk and the street. The Village Engineer, Village Attorney, and Homeowners Association have been working to resolve this issue for over a year. The existing plat of subdivision authorizes the HOA to maintain the infrastructure located on private property. Through the attached agreement, the HOA grants the Village an easement to perform the work and indemnifies the Village. This is a housekeeping item.
There was no further discussion.
A motion was made by Trustee Kauffman and seconded by Trustee Sollinger to Approve a Resolution Authorizing the Execution of a Maintenance Easement and Assignment of Rights Agreement with the Ogden Falls Homeowners Association
Aye: Ryan Kauffman Karin McCarthy-Lange
Pam Parr Luis Perez
Judy Sollinger
Nay: None
The motion was declared carried by a roll call vote with five (5) aye votes and zero (0) nay votes.
J.2. New Police Headquarters Construction:
1) Resolution Authorizing Gilbane Building Company to Award Contracts for Construction of the New Police Headquarters for Glass and Glazing to Alliance in the Amount of $2,629,740.00. Resolution No. 17-R-61
2) Resolution Authorizing Gilbane Building Company to Award Contracts for Construction of the New Police Headquarters for the Flooring to Kingston Tile in the Amount of $553,452.00. Resolution No. 17-R-62
3) Resolution Authorizing Gilbane Building Company to Award Contracts for Construction of the New Police Headquarters for Roofing to Sterling Roofing in the Amount of $1,014,100.00. Resolution No. 17-R-63
4) Resolution Authorizing Gilbane Building Company to Award Contracts for Construction of the New Police Headquarters for Painting to Nedrow Decorating Inc. in the Amount of $238,000.00. Resolution No. 17-R-64
5) Resolution Authorizing Gilbane Building Company to Award Contracts for Construction of the New Police Headquarters for Landscaping to Woodland Commercial Landscape in the Amount of $381,000.00. Resolution No. 17-R-65
6) Resolution Authorizing Gilbane Building Company to Award Contracts for Construction of the New Police Headquarters for the Firing Range to Paragon Tactical in the Amount of $485,000.00. Resolution No. 17-R-66
7) Resolution Authorizing Gilbane Building Company to Award Contracts for Construction of the New Police Headquarters for Site Concrete & Paving to Abbey Paving and Seal-coating in the Amount of $827,500.00. Resolution No. 17-R-67
Chief Burgner addressed the Board regarding the awarding of bids for the new Police Headquarters. Bids were opened on May 23, 2017 for Painting, Roofing and Landscape. Bids for Glass & Glazing, Firing Range and Site Concrete & Paving were opened on June 1, 2017. Bids for Flooring were opened on June 8, 2017. The low bids for construction (Glass & Glazing, Flooring, Roofing, Painting, Landscaping, Firing Range and Site Concrete & Paving) totaled $6,129,292.00 which is $135,328.00 (2%) higher than the Construction Document estimate of $5,993,964.00. The Development Team and Steering Team have developed a strong list of add alternates and deducts that will assist in managing any budget challenges that arise. These add/deduct options will be fully reviewed and brought back to the Village Board for approval, if required, or as an update to assist in keeping the Village Board apprised of the budget and project status. There was an overage in the Glass & Glazing package of approximately $316,000.00. Although the Village Board will approve the contract for the full bid amount, it will be with the understanding that the contractor (Alliance) has agreed to an immediate Change Order to reflect value engineering credit in the amount of approximately $325,000.00; which will bring the Glass & Glazing budget back into alignment with no notable change to the aesthetic view of the building. Gilbane Building Company has recommended awarding all bids as described.
Board and staff discussion focused on working with the lowest bidder and getting valued engineering; captured $1.1 million in value engineering; getting credits back; labor getting cheaper; still vetting out items to close the gap; alternates have been put in with the bids; garage/parking structure= $492,000; asking for a Special Board meeting to approve the an add alternate for a parking garage; unwritten goal to have police vehicles in a parking structure; needing to make a decision now for the parking garage; can’t wait until the July 18th Board meeting; Special Board meeting scheduled for June 27, 2017 at 6:15 p.m. at Village Hall; need four Board members to attend and approve the contract; Security bid opening is on June 27th; Casework already bid; can work with the AV dollar amount; Trustee McCarthy-Lange, Trustee Parr and Administrator Di Santo are on the steering committee; excited to be able to build a parking garage; Special meeting can be posted and canceled, if needed; agenda must be posted on Friday; police headquarters project is currently $1.2 million over budget; Gilbane met with the contractor and asked what could be changed without altering the design; was able to find more savings; it’s a process and it takes time to go through each bid to find savings. Staff to provide the Board with a summary of the budget and costs.
There was no further discussion.
A motion was made by Trustee Sollinger and seconded by Trustee Kauffman to Approve a Resolution
Authorizing Gilbane Building Company to Award Contracts for Construction of the New Police Headquarters for Glass and Glazing to Alliance in the Amount of $2,629,740.00; for Flooring to Kingston Tile in the Amount of $553,452.00; for Roofing to Sterling Roofing in the Amount of $1,014,100.00; Painting to Nedrow Decorating Inc. in the Amount of $238,000.00; for Landscaping to Woodland Commercial Landscape in the Amount of $381,000.00; for the Firing Range to Paragon Tactical in the Amount of $485,000.00; for Site Concrete & Paving to Abbey Paving and Seal-coating in the Amount of $827,500.00
Aye: Ryan Kauffman Karin McCarthy-Lange
Pam Parr Luis Perez
Judy Sollinger
Nay: None
The motion was declared carried by a roll call vote with five (5) aye votes and zero (0) nay votes.
President’s Report:
There was no President Report.
Trustee Reports:
Trustee Parr- Moving Wall coming next Friday. Fireworks are on July 3rd and July 4th.
Trustee Sollinger- thanked those who worked at PrairieFest including Community Relations Manager Brown who was there all weekend. Public Works guys did awesome work on the float.
Trustee Kauffman- thanked the Police, Community Relations Manager Brown and Public Works for all their work at PrairieFest.
Closed Session:
A motion was made by Trustee Kauffman and seconded by Trustee McCarthy-Lange to enter into Closed Session for the purposes of discussing the following:
a. Pending and Probable Litigation [5 ILCS 120/2(c)(11)]
b. Appointment, Employment, Compensation, Discipline, Performance, or Dismissal of Personnel [5 ILCS 120/2(c)(1)]
c. Collective Bargaining, Collective Negotiating Matters, Deliberations Concerning Salary Schedules [5 ILCS 120/2(c)(2)]
d. Sale, Lease, and/or Acquisition of Property [5 ILCS 120/2(c)(5) & (6)]
Aye: Ryan Kauffman Karin McCarthy-Lange
Pam Parr Luis Perez
Judy Sollinger
Nay: None
The motion was declared carried by a roll call vote with five (5) aye votes and zero (0) nay votes.
The Board adjourned to Closed Session at 7:46 p.m.
The Board returned to open session at 8:12 p.m.; all remaining members still present.
Trustee Kauffman inquired into the number of FOIA’s the Clerk’s department has received to date. FOIA’s have been coming in at an alarming rate. Requests range from copies of permits for water heaters and fences to lengthy requests for years and years of data. Staff thought by providing more information on the Village’s website it would help relieve the number of FOIA’s coming in. That has not been the case. Some companies are taking advantage of municipalities by requesting information through FOIA’s to build databases for marketing.
Adjournment:
A motion was made by Trustee Perez and seconded by Trustee McCarthy-Lange to adjourn the meeting; upon a voice vote with all remaining members present voting aye, the meeting was adjourned at 8:14 p.m.
http://www.oswegoil.org/PDF/2017.06.20vbminutes.pdf
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