Village of Palatine Council and Committee of the Whole met March 5.
Here is the minutes provided by the Committee:
I. Roll Call – Time: 7:00 pm
Attendee Name; Title; Status; Arrived:
Jim Schwantz Mayor Present
Tim Millar District 1 Councilman Present
Scott Lamerand District 2 Councilman Present
Doug Myslinski District 3 Councilman Present
Greg Solberg District 4 Councilman Present
Kollin Kozlowski District 5 Councilman Present
Brad Helms District 6 Councilman Present
Also Present:
Village Clerk Marg Duer, Village Manager Reid Ottesen, Deputy Village Manager Mike Jacobs, Village Attorney Patrick Brankin, Director of Planning & Zoning Ben Vyverberg, Director of Public Works Matt Barry, Fire Chief Scott Andersen, IT Director Larry Schroth, Director of Finance Paul Mehring, Director of Community Services Harry Spila, and Deputy Police Chief Dave Daigle, Police Commander Craig Lesselyoung and Police Commander Steven Bratcher
II. Pledge To The Flag
Mayor Schwantz invited everyone to stand and join him in the Pledge to the Flag.
III. Approval Of Minutes
1. Village Council & Committee of the Whole - Special Meeting - February 20, 2018 - Accepted
Result: Accepted [Unanimous]
Mover: Tim Millar, District 1 Councilman
Seconder: Doug Myslinski, District 3 Councilman
Ayes: Millar, Lamerand, Myslinski, Solberg, Kozlowski, Helms
2. Village Council & Committee of the Whole - Regular Meeting - February 20, 2018 - Accepted
Result: Accepted [Unanimous]
Mover: Tim Millar, District 1 Councilman
Seconder: Doug Myslinski, District 3 Councilman
Ayes: Millar, Lamerand, Myslinski, Solberg, Kozlowski, Helms
IV. Mayor's Report
1. As Submitted -
Mayor Schwantz announced an upcoming event:
Palatine Firefighters' 5th Annual Chili Cook-Off to benefit the Palatine Police & Fire Benevolent Association
Durty Nellies
Sunday, March 11th: 11 AM - 3:30 pm
Deputy Chief Daigle reported on the investigation of social media threats at Palatine High School. The schools are safe, and the investigation continues. All schools have additional surveillance to calm concerns.
V. Recess To The Committee Of The Whole – Time: 7:01 pm
Motion To Recess To The Committee Of The Whole - Motion Carried By Voice Vote
Result: Motion Carried By Voice Vote [Unanimous]
Mover: Brad Helms, District 6 Councilman
Seconder: Kollin Kozlowski, District 5 Councilman
Ayes: Millar, Lamerand, Myslinski, Solberg, Kozlowski, Helms
VI. Committee Of The Whole
A. Police Policy & Code Services Committee
Tim Millar, Chairman
1.Consider an Ordinance Granting a Special Use and Variations for an Accessory Structure (Tree House) at 1109 S. Whippoorwill Lane - Motion Failed by Roll Call (Council District: Two)
Director of Planning and Zoning Ben Vyverberg presented the petitioners' request for a special use and variations to complete the construction of a partially built tree house in the rear yard of the subject property. The petitioner began building a tree house, and the Village received a complaint. After inspection, staff determined the structure required a building permit and relief from the zoning code. The tree house is 19 feet high and requires a Special Use as it exceeds the maximum height of 15 feet per code. It also needs variations for setbacks. The Zoning Board of Appeals voted 7-1 to recommend denial of the special use and 5-3 to recommend the denial of the variations. Staff concurs. Council approval requires a super majority (5) vote. Petitioner was not present.
Rick Larsen, 1059 S. Whippoorwill Lane, spoke on behalf of 13 homeowners in the area who signed a letter in opposition based on the impact on property values, noting that this will be an oversized elevated shed.
Councilman Lamerand stated that the demolition must have a deadline. Vyverberg suggested 30 days.
Mike Jezierski, Partridge Drive, stated that the homeowner, an attorney, proposed bunk beds and a desk in the tree house.
Village Manager Reid Ottesen clarified that if the structure is not removed within 30 days, adjudication would begin.
Result: Motion Failed By Roll Call [1 To 6]
Mover: Scott Lamerand, District 2 Councilman
Seconder: Kollin Kozlowski, District 5 Councilman
Ayes: Helms
Nays: Schwantz, Millar, Lamerand, Myslinski, Solberg, Kozlowski
2.. Consider an Ordinance Granting a Special Use and Variations for a Detached Garage at 158 S. Bothwell Street - Motion Carried by Roll Call (Council District: Two)
Director of Planning and Zoning Ben Vyverberg presented the petitioners' request for a special use and variations to construct a detached garage, approximately 20 feet in height which exceeds the maximum height of 15 feet per code, and exceeds the height and square footage of the principal structure, requiring variations. The Zoning Board of Appeals voted 8-0 to recommend, and staff concurs.
Michael and Ashley Giznik,158 S. Bothwell, petitioners, stated they could eliminate the bathroom from the structure, but would probably not do it. Heating and cooling was acceptable to Councilman Lamerand.
Councilman Myslinski stated the Code does not allow the height of the garage, two story, with a low single story main house.
Councilman Helms noted the appearance of a secondary residence.
Councilman Lamerand offered to table the item for 90 days for revisions.
Village Manager Reid Ottesen stated that the time-frame could be extended for 3 years.
Councilmen Millar and Myslinski agreed that with plumbing and heating and air conditioning, this is a livable space.
Councilman Lamerand, seconded by Councilman Kozlowski, offered a substitute motion to approve the plans with a condition #4 that the garage would have no plumbing components included within the design.
Result: Motion Carried By Roll Call [5 To 2]
Mover: Scott Lamerand, District 2 Councilman
Seconder: Doug Myslinski, District 3 Councilman
Ayes: Schwantz, Lamerand, Solberg, Kozlowski, Helms
Nays: Millar, Myslinski
3. As Submitted -
Nothing was submitted.
B. Administration, Technology & Community Health Committee
Kollin Kozlowski, Chairman
1.Consider a Motion Approving a St. Patrick's Day Special Event, Including Waiver of the Sound Amplification Ordinance, at Tap House Grill, 56 W. Wilson Street - Approved by Voice Vote (Council District: Six)
Deputy Village Manager Mike Jacobs presented the Tap House Grill's request for a Sound Amplification Waiver for a St. Patrick’s Day Party on Saturday, March 17 from 11 a.m. to 10 p.m. on the east side of the building. A band will perform with amplification from Noon to 8 p.m., similar to events held in past years. Staff recommends approval.
Result: Approved By Voice Vote [Unanimous]
Mover: Brad Helms, District 6 Councilman
Seconder: Jim Schwantz, Mayor
Ayes: Schwantz, Millar, Lamerand, Myslinski, Solberg, Kozlowski, Helms
2. As Submitted -
Nothing was submitted.
C. Infrastructure & Environment Committee
Doug Myslinski, Chairman
1. Consider a Motion to Award a Contract for the 2018 Street Resurfacing Program - Approved by Voice Vote
Public Works Director Matt Barry explained that twenty-nine sections of street have been identified for re-surfacing within the Village. Work proposed includes 14 inlet structures to be replaced, 8,840 square feet of sidewalk replaced for ADA accessible ramps, and 28,261 feet of curb/gutter replaced. Six bids were received and the low bidder, Arrow Road Construction Co., submitted a compliant bid in the amount of $1,638,977.30, nearly 12% lower than estimated in the 2018 Budget. Staff recommended awarding a contract for the 2018 Street Resurfacing Program to Arrow Road Construction Company in the amount of $1,638,977.30.
Result: Approved By Voice Vote [Unanimous]
Mover: Jim Schwantz, Mayor
Seconder: Scott Lamerand, District 2 Councilman
Ayes: Schwantz, Millar, Lamerand, Myslinski, Solberg, Kozlowski, Helms
2. Consider a Motion to Approve a Contract for the 2018 Cunningham Drive Resurfacing - Approved by Roll Call (Council District: Three)
Public Works Director Matt Barry explained the 2018 resurfacing program received a low bid of more than $200,000 under budget. Staff recommends the project savings be directed towards resurfacing additional lane miles of Village roadway. Cunningham Drive is part of the resurfacing project from King Charles Court to Thackeray Drive. Staff recommends extending maintenance onto Cunningham Drive as it is contiguous to resurfacing work already planned, addresses a collector need, and is in a dollar amount approximately equal to the balance of resurfacing funds available due to the bidding results. Staff recommends approval of a contract for Cunningham Drive Resurfacing with Arrow Road Construction Company in the amount of $125,000.
Councilman Myslinski noted the three schools in close proximity and recommended extensive careful signage. Barry said much of the heavy work will take place during spring break.
Kozlowski recommended putting this project off, and to keep the funds for public safety, fire and police.
Councilman Helms respected that view, but feels it best to do this sooner rather than later when costs will escalate.
Village Manager Reid Ottesen explained the rationale for this project with bids coming in much better than expected.
This item will be heard at the Infrastructure & Environment Standing Committee.
Result: Approved By Roll Call [6 To 1]
Mover: Tim Millar, District 1 Councilman
Seconder: Scott Lamerand, District 2 Councilman
Ayes: Schwantz, Millar, Lamerand, Myslinski, Solberg, Helms
Nays: Kozlowski
3. Consider a Motion to Award a Contract for the 2018 Partridge Drive Rehabilitation - Approved by Voice Vote (Council District: Two)
Public Works Director Matt Barry explained Partridge Drive, from Mallard Drive to Quentin Road, is proposed to be partially reconstructed using Motor Fuel Tax Funds (MFT). Full reconstruction of pavement will be required between Mallard Drive and Harvard Drive, involving removal of the pavement and base, inspection of the sub-base, and installation of new 12-inch compacted stone base and 4 inches of asphalt pavement. The remainder of Partridge Drive and Partridge Court will be rehabilitated and resurfaced with spot curb replacement. Nine bids were received, with the low bid from Arrow Road Construction in the amount of $395,581.34. $325,000 MFT funds are available in the 2018 budget and savings from the resurfacing program are available to address the remaining balance. Staff recommends the contract for the 2018 Partridge Drive Rehabilitation be awarded to Arrow Road Construction Company in the amount of $395,581.34.
Result: Approved By Voice Vote [Unanimous]
Mover: Scott Lamerand, District 2 Councilman
Seconder: Greg Solberg, District 4 Councilman
Ayes: Schwantz, Millar, Lamerand, Myslinski, Solberg, Kozlowski, Helms
4. Consider a Motion to Extend the Contract for the 2018 Micro-Surfacing Program - Approved by Voice Vote
Public Works Director Matt Barry identified four street segments for microsurfacing, including Bryant Avenue (from Vermont Street to the eastern most Village limit), Dorchester Road (from Crescent Avenue to Quentin Road), Palos Avenue (from Dundee Road to Northwest Highway), and Poplar Street (from Palos Avenue to Deer Avenue). A 2016 contract was awarded to A.C. Pavement Striping Company with an option for annual extensions for up to two additional years. Pricing will not increase. Staff recommends extending the contract with A.C. Pavement Striping Company for the Micro-Surfacing Program for 2018 in the amount of $75,000.
In response to Mayor Schwantz, Barry said this process extends the life of the street 10 years.
Result: Approved By Voice Vote [Unanimous]
Mover: Jim Schwantz, Mayor
Seconder: Tim Millar, District 1 Councilman
Ayes: Schwantz, Millar, Lamerand, Myslinski, Solberg, Kozlowski, Helms
5. Consider a Motion to Extend the Contract for the 2018 Sidewalk and Spot Curb Program - Approved by Voice Vote
Public Works Director Matt Barry explained bids have been accepted for the 50/50 Sidewalk Program since last year. The Hazardous Sidewalk Program area is roughly bounded by Quentin Road to the west, Hicks Road to the east, south of Dundee Road, and north of Northwest Highway. In 2016, the contract was awarded to Strada Construction Company with an option for annual extension for up to two additional years. The contract was renewed in 2017. 2018 pricing increases by 2.97% compared to 2017 due to increase cost of materials. Accepting this increase results in favorable pricing compared to those obtained in recent bid projects. Staff recommended extending the contract with Strada Construction Company for the Sidewalk and Spot Curb Program for 2018 in the amount of $323.443.50.
In response to Mayor Schwantz, Barry stated work should begin this spring and conclude in the fall.
Councilman Millar asked about preventative maintenance especially tree roots that heave the sidewalks. Barry stated that roots are trimmed. Millar recommended planting trees with smaller root systems.
Result: Approved By Voice Vote [Unanimous]
Mover: Tim Millar, District 1 Councilman
Seconder: Brad Helms, District 6 Councilman
Ayes: Schwantz, Millar, Lamerand, Myslinski, Solberg, Kozlowski, Helms
6. As Submitted -
Nothing was submitted.
D. Fire Policy & Community Information Committee
Greg Solberg, Chairman
1. Consider a Motion Approving the Spring/Summer 2018 Newsletter Article Topic List - Approved by Voice Vote
Deputy Village Manager Mike Jacobs explained that based on the Village’s approved budget, two newsletters (spring and fall) will be published in 2018. The topics to be listed in the upcoming summer newsletter, to be delivered to residents in late April, include Street Fest, new businesses, special events, street resurfacing, Hometown Pride Awards, 50/50 Sidewalk & 50/50 Tree Program, vehicle stickers, curbside yard waste collection, safety articles, life jacket loaner program, fire safety, and infrastructure improvements. Action is at the discretion of the Committee.
Result: Approved By Voice Vote [Unanimous]
Mover: Doug Myslinski, District 3 Councilman
Seconder: Brad Helms, District 6 Councilman
Ayes: Schwantz, Millar, Lamerand, Myslinski, Solberg, Kozlowski, Helms
2. As Submitted -
Nothing was submitted.
E. Business Finance & Budget Committee
Scott Lamerand, Chairman
1. As Submitted -
Nothing was submitted.
F. Community & Economic Development Committee – Time: 7:52 pm
Brad Helms, Chairman
1. As Submitted -
Nothing was submitted.
VII. Reconvene The Village Council Meeting – Time: 7:52 pm
Motion to Reconvene the Village Council Meeting - Motion Carried by Voice Vote
Result: Motion Carried By Voice Vote [Unanimous]
Mover: Doug Myslinski, District 3 Councilman
Seconder: Kollin Kozlowski, District 5 Councilman
Ayes: Millar, Lamerand, Myslinski, Solberg, Kozlowski, Helms
VIII.Consent Agenda
All items are considered to be routine by the Village Council and will be enacted by one motion, with waiver of first reading. There will be no separate discussion of these items unless a Council Member so requests, in which event the item will be removed from the Consent Agenda and considered in its normal sequence on the agenda.
The motion was made to approve Consent Agenda Items 1, 3, 4, and 6-12, removing items 2 and 5 to Standing Committee.
Result: Adopted By Roll Call [Unanimous]
Mover: Scott Lamerand, District 2 Councilman
Seconder: Brad Helms, District 6 Councilman
Ayes: Millar, Lamerand, Myslinski, Solberg, Kozlowski, Helms
1. Consider a Motion to approve Warrant #5 - Approved
2. Consider an Ordinance Granting a Special Use and Variations for a Detached Garage at 158 S. Bothwell Street - Approved (Council District: Two)
This item was removed from the Consent Agenda, to be heard at the Police Policy & Code Services Standing Committee
3. Consider a Motion Approving a St. Patrick's Day Special Event, Including Waiver of the Sound Amplification Ordinance, at Tap House Grill, 56 W. Wilson Street - Approved (Council District: Six)
4. Consider a Motion to Award a Contract for the 2018 Street Resurfacing Program - Approved
5. Consider a Motion to Approve a Contract for the 2018 Cunningham Drive Resurfacing - Approved (Council District: Three)
This item was removed from the Consent Agenda to be heard at the Infrastructure & Environment Standing Committee
6. Consider a Motion to Award a Contract for the 2018 Partridge Drive
Rehabilitation - Approved (Council District: Two)
7. Consider a Motion to Extend the Contract for the 2018 Micro-Surfacing Program - Approved
8. Consider a Motion to Extend the Contract for the 2018 Sidewalk and Spot Curb Program - Approved
9. Consider a Motion Approving the Spring/Summer 2018 Newsletter Article Topic List - Approved
10.Consider a Motion Authorizing the Village Manager to Execute a License Agreement for the Property Located at 1775 N. Rand Road - Approved
(Council District: Three)
11.Consider a Resolution Reducing the Public Improvement Security Deposit for Annandale Subdivision - Adopted by Roll Call (Council District: Two)
Resolution #R-6-18
12.Consider a Resolution Reducing the Public Improvement Security Deposit for Creekside Estates Subdivision - Adopted by Roll Call (Council District: Two)
Resolution #R-7-18
IX. Reports Of Standing Committee
A. Administration, Technology & Community Health Committee
Kollin Kozlowski, Chairman
1. As Submitted -
No Report
B. Business Finance & Budget Committee
Scott Lamerand, Chairman
1. As Submitted -
No Report
C. Community & Economic Development Committee
Brad Helms, Chairman
1. As Submitted -
No Report
D. Fire Policy & Community Information Committee
Greg Solberg, Chairman
1. As Submitted -
No Report
E. Infrastructure & Environment Committee – Time: 7:53 pm
Doug Myslinski, Chairman
1. Motion: Contract for the 2018 Cunningham Drive Resurfacing – Motion Carried by Roll Call
Result: Motion Carried By Roll Call [4 To 2]
Mover: Doug Myslinski, District 3 Councilman
Seconder: Kollin Kozlowski, District 5 Councilman
Ayes: Lamerand, Myslinski, Solberg, Helms
Nays: Millar, Kozlowski
2. As Submitted -
No Report
F. Police Policy & Code Services Committee
Tim Millar, Chairman
1.Consider an Ordinance Granting a Special Use and Variations for an Accessory Structure (Tree House) at 1109 S. Whippoorwill Lane - Motion Failed by Roll Call (Council District: Two)
This item was previously discussed this evening during the Police Policy & Code Services Committee meeting.
Result: Motion Failed By Roll Call [1 To 5]
Mover: Greg Solberg, District 4 Councilman
Seconder: Brad Helms, District 6 Councilman
Ayes: Helms
Nays: Millar, Lamerand, Myslinski, Solberg, Kozlowski
2. Substitute Motion for 158 S. Bothwell - SU & VAR for Detached Garage - Motion Carried by Roll Call
In response to Councilman Millar, Village Manager Reid Ottesen explained the code for accessory structures have a height limit of 15 feet. An attached garage is not an accessory structure, therefore, would not have the 15-foot height limitation.
The substitute motion is to approve a new condition #4 stating the plan is to be revised to eliminate any plumbing from the structure.
Ordinance #O-24-18
Result: Motion Carried By Roll Call [4 To 2]
Mover: Doug Myslinski, District 3 Councilman
Seconder: Kollin Kozlowski, District 5 Councilman
Ayes: Lamerand, Solberg, Kozlowski, Helms
Nays: Millar, Myslinski
3. As Submitted -
No Report
X. Reports Of The Village Officers
A. Village Manager
1. As Submitted -
No Report
B. Village Clerk
1. Information Regarding March 20, 2018 Primary Election Early Voting -
Clerk Duer reported on today's opening of early voting for the Primary Election.
She announced early voting began today, March 5, and continues through March 19, M-F: 9 am to 5 pm (March 12-16 the polls are open until 7 pm), Saturdays: 9 am to 5 pm, and Sundays: 10 am to 4 pm.
Early Voting is located in Village Hall, Meeting Room A.
2. As Submitted -
No Report
C. Village Attorney
1. As Submitted -
No Report
XI. Closed Session As Required
No Closed Session requested.
XII. Recognition Of Audience
No one came forward.
XIII.Adjournment – Time: 8:00 pm
Motion to Adjourn the Village Council Meeting - Motion Carried by Voice Vote
Result: Motion Carried By Voice Vote [Unanimous]
Mover: Brad Helms, District 6 Councilman
Seconder: Scott Lamerand, District 2 Councilman
Ayes: Millar, Lamerand, Myslinski, Solberg, Kozlowski, Helms
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