Village of Streamwood Village President and Board of Trustees met March 1.
Here is the minutes as provided by the board:
Call to Order:
President Roth called the meeting to order at 7:02 pm
Roll Call:
Trustee William Harper Present Trustee Mary Thon Present
Trustee Larry Schmidt Present Trustee William Carlson Present
Trustee Michael Baumer Present Trustee James Cecille Present
President Billie D. Roth Present
All those answering “present” were physically present at the meeting.
Pledge of Allegiance:
President’s Report:
Village Manager’s Report
Village Manager Sharon Caddigan stated IDOT will be starting construction on the interchange
at Routes 59 (Sutton Road) and Route 20 (Lake Street). This work will start soon and continue
through November 2018 with lanes being reduced in all directions.
Approval of Agenda:
Request the Board approve the March 1, 2018 Agenda as presented. Trustee Cecille moved for
approval. Trustee Baumer seconded the motion. A voice vote approved the Agenda as
presented.
Approval of the Minutes:
Request the Board approve the Minutes of the Regular Board Meeting of February 15, 2018 as
presented. Trustee Cecille moved for approval. Trustee Carlson seconded the motion. ROLL
Call:
Trustee Harper Aye Trustee Thon Aye
Trustee Schmidt Aye Trustee Carlson Aye
Trustee Baumer Aye Trustee Cecille Aye
Motion carried.
Community Development – Trustee Carlson/Trustee Schmidt
A-18-018 Ordinance – Approval of Amendment to Zoning Map
Request the Board approve an ordinance entitled “AN ORDINANCE AMENDING
THE ZONING ORDINANCE AND ZONING MAP OF THE VILLAGE OF
STREAMWOOD, COOK COUNTY, ILLINOIS. This Ordinance amends the
Village’s official zoning map to include any additions or changes that have occurred
during the past year.
Trustee Carlson presented the Ordinance for first reading and posting.
Community Development Director John Peterson stated the Village is required to
amend the zoning map annually if there have been any changes to property zoning
within the corporate limits in the past year. This map reflects the zoning change to
C2-PUD and lot consolidation for the northeast corner of Lake Street and Elizabeth
Drive for the Elgin Toyota property.
Public Works - Trustee Baumer/Trustee Harper
A-18-019 Resolution – Tree Branch Removal – Trees R Us
Request the Board approve a Resolution entitled “A RESOLUTION ACCEPTING
THE LOW BID AND AUTHORIZING THE EXECUTION OF A CONTRACT
WITH TREES “R” US, INC. FOR TREE BRANCH REMOVAL.” This Resolution
authorizes the low bid of $47,520 from Trees “R” Us Inc. for the supplemental
removal of tree branches as part of the annual branch pickup program.
Trustee Baumer presented the Resolution and moved for approval. Trustee Schmidt
seconded the motion. Public Works Director Matt Mann stated the village has been
using a contractor for the past few years on as-needed basis to assist in branch pickup,
allowing the PW employees to be assigned to other necessary tasks. This proposal
provides for a contractor to pick up approximately half of the branches on a weekly
basis as an assist to Public Works; regular PW employees will complete each section
of pick up. Mr. Mann stated the annual cost is less than the prices paid for this
service in the past two years. Only one bid was received; this contract can also be
extended for two additional years at a minimal increased cost. Trustee Cecille
confirmed there is no change in the pickup schedule or changes in the “zones” for
pickup. ROLL CALL:
Trustee Thon Aye Trustee Schmidt Aye
Trustee Carlson Aye Trustee Baumer Aye
Trustee Cecille Aye Trustee Harper Aye
Motion carried. RESOLUTION 2018-5
Community Affairs - Trustee Harper/Trustee Baumer
A-18-020 Resolution – Professional Services Agreement – BKV Architectural Group
Request the Board approve a Resolution entitled “A RESOLUTION ACCEPTING
THE PROPOSAL AND AUTHORIZING THE VILLAGE MANAGER TO
EXECUTE ON BEHALF OF THE VILLAGE A CERTAIN PROPOSAL FOR
PROFESSIONAL SERVICES WITH BKV GROUP.” This Resolution approves a
proposal for $69,050.00 for professional architectural services for the planned
remodeling of Village Hall and Public Works entry area.
Trustee Harper presented the Resolution and moved for approval. Trustee Carlson
seconded the motion. Community Development Director John Peterson stated the
Village had a space needs analysis performed by BKV Group and this proposal is for
the professional architectural services for the proposed remodeling at Village Hall
and the Public Works entry area. The actual contract will include project
management, architectural, mechanical and electrical engineering services. They will
also assist in the bidding process necessary for a successful project. The entire
project will take approximately a year to complete.
Henry Pittner, Associate Partner with BKV Group, was present for questions.
Trustee Harper confirmed that BKV will assist with the bidding as well as overall
project management. Trustee Cecille asked about drawings, etc. of the proposed
remodeling. Mr. Pittner stated those would be forthcoming. ROLL CALL:
Trustee Schmidt Aye Trustee Carlson Aye
Trustee Baumer Aye Trustee Cecille Aye
Trustee Harper Aye Trustee Thon Aye
Motion carried. RESOLUTION 2018-6
Finance - Trustee Thon/Trustee Cecille
A-18-021 Motion – Approval of Semi-Monthly Expenditures
Request the Board approve the semi-monthly expenditures in the amount of
$161,872.48 which represents the total of the schedule of bills dated March 1, 2018.
General Fund $ 118,619.70
Wetland Special Service Areas 153.67
Capital Replacement Fund 2,961.01
Street Improvement Fund 11,581.30
Facilities Replacement Fund 4,937.79
Water and Sewer Fund 17,192.72
Golf Fund 6,426.29
Total $ 161,872.48
Trustee Thon moved for approval of the semi-monthly expenditures as presented.
Trustee Carlson seconded the motion. ROLL CALL:
Trustee Carlson Aye Trustee Baumer Aye
Trustee Cecille Aye Trustee Harper Aye
Trustee Thon Aye Trustee Schmidt Aye
Motion carried.
Legislative – Trustee Schmidt/Trustee Carlson
A-18-022 Resolution – Village of Streamwood Purchase Policy
Request the Board approve a Resolution entitled “A RESOLUTION APPROVING,
ADOPTING AND IMPLEMENTING THE VILLAGE OF STREAMWOOD
PURCHASING POLICY AND PROCEDURES MANUAL.” This Resolution
updates the Village’s Purchasing Policy Manual to ensure compliance with proper
auditing standards and to maintain accountability in the procurement of goods and
services.
Trustee Schmidt presented the Resolution and moved for approval. Trustee Cecille
seconded the motion. Finance Director Josh Peacock stated the Village last revised
this policy in 2013. One of the proposed changes, suggested by the village auditors,
is regarding capital assets. We are adding a section for purchasing cards (P-cards)
used primarily for internet purchases. A number of general procedural modifications
are needed with the implementation of the MUNIS software and references to state
laws, etc. In addition, staff is recommending an increase to the bidding threshold
from $20,000 to $25,000 to allow the best pricing for goods and services.
Trustee Harper asked if the P-cards have a purchasing dollar limit. Mr. Peacock
stated each card has an individually determined limit, and all cards have strong fraud
protections as well. Trustee Cecille asked about a lost card and usage. Mr. Peacock
stated if an authorized user was to lose the card, it should be reported immediately
and safeguards (as with most credit cards) are in place to reverse unauthorized
purchases. Trustee Harper asked about PIN numbers for the P-cards. Mr. Peacock
stated they are not used as the P-cards are not used for “debit” style use or for any
cash withdrawals. ROLL CALL:
Trustee Baumer Aye Trustee Cecille Aye
Trustee Harper Aye Trustee Thon Aye
Trustee Schmidt Aye Trustee Carlson Aye
Motion carried. RESOLUTION 2018-7
Public Safety - Trustee Cecille/Trustee Thon
I-18-001 Information Item – Daylight Saving Time
Daylight Saving Time begins Sunday, March 11 at 2:00 am. Don’t forget to “spring
forward” by turning your clocks ahead one hour. The Fire Department would like to
remind everyone that this is also a good time to check or change the batteries in your
smoke and carbon monoxide detectors.
Public Comments:
Malini Byanna, East Avenue, expressed her appreciation for the Village’s assistance in various
recent circumstances.
Adjournment:
Trustee Cecille moved to adjourn. Trustee Carlson seconded the motion. A voice vote approved
the adjournment. The Village Board adjourned their meeting at 7:24 p.m.
http://www.streamwood.org/getattachment/c97024c0-af69-4135-9fb6-b11685e54b25/030118.aspx
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