Village of Glencoe Board of Trustees met Oct. 18.
Here is the minutes provided by the board:
I. CALL TO ORDER AND ROLL CALL
The Village 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 7:13 p.m. on the 18th day of October 2018, in the Village Hall Council Chambers. The following were in attendance:
Attendee Name Title Status
Lawrence Levin Village President Present
Gail Lissner Trustee Present
Barbara Miller Trustee Absent
Peter Mulvaney Trustee Present
Dale Thomas Trustee Present
Greg Turner Trustee Present
Jonathan Vree Trustee Present
Village Staff
Philip Kiraly Village Manager Present
Steven Elrod Village Attorney Present
Sharon Tanner Assistant Village Manager Present
David Mau Public Works Director Present
Cary Lewandowski Public Safety Director Present
Nikki Larson Finance Director Present
Stella Nanos Glencoe Golf Club General Manager Present
Denise Joseph Assistant to the Finance Director Present
Megan Meyer Assistant to the Village Manager Present
Adam Hall Management Analyst Present
Jordan Lester Management Analyst/Deputy Village Clerk Present
II. CONSIDERATION OF MINUTES
a. Board of Trustees - Committee of the Whole - Sep 20, 2018 6:00 PM
b. Board of Trustees - Regular Meeting - Sep 20, 2018 7:00 PM
Trustee Thomas moved, seconded by Trustee Miller, to approve the Minutes with a minor modification to the Village Board meeting’s Golf Advisory Committee report. The motion was approved with the following vote:
RESULT: APPROVED
AYES: Lissner, Miller, Mulvaney, Thomas, Turner, Vree (6)
ABSENT: None (0)
III. PUBLIC COMMENT
There were no comments from the public.
IV. REPORTS OF COMMITTEES
a. Committee of the Whole
President Levin reported that at its October 18 meeting, the Village Board listened to a presentation of the draft Glencoe Active Transportation Plan. He thanked the Sustainability Task Force for its involvement in the process. President Levin added that moving forward, Trustee Turner will report on the efforts of the Historic Preservation Commission during Village Board meetings. The next Committee of the Whole meeting will take place on Thursday, November 15 at 5:30 p.m.
b. Finance Committee
Trustee Vree reported that at its October 16 meeting, the Finance Committee reviewed the Village’s monthly financial reports. He stated that General Fund revenues and expenditures are trending as expected. The Committee also reviewed progress on the Village’s Fiscal Year 2019 Community Improvement Program (CIP). Next, Trustee Vree shared that the Committee focused heavily on the Village’s long range financial forecast and draft 10-year CIP, emphasizing the importance of using financial forecasts when preparing for and prioritizing major Village projects.
Finance Director Nikki Larson provided the Village Board with a brief overview of the financial forecast and 10-year CIP. Director Larson noted that the financial forecast anticipates that the Village would change from a March 1 – February 28 fiscal year to a January 1 – December 31 calendar year fiscal year in 2020. She reported that the main factors impacting the forecast are the prioritization of infrastructure improvements, adjusting for any potential State budget impacts, as well as the addition of a debt financing plan. Director Larson stated that staff will continue to discuss the forecast at the November 13 Finance Committee meeting, along with the preliminary Fiscal Year 2020 Budget, CIP and fee analysis. Village Manager Kiraly reported that the Village will be having a budget workshop discussions during the Finance Committee meeting on November 13 and the November 15 Committee of the Whole meeting and encouraged the entire Village Board to attend and participate in both meetings.
c. Plan Commission
Trustee Miller reported that at its September 26 meeting, the Plan Commission continued working on design standards for downtown Glencoe.
The next Plan Commission meeting will take place on Wednesday, October 24 at 7:30 p.m.
d. Golf Advisory Committee
Trustee Thomas stated that the Committee had not met since the September Village Board meeting; however, he reported that the Golf Club’s permanent tee time program has the highest participation rate in the past 12 years. In addition, Trustee Thomas noted that the Golf Club hosted a variety of well-received events throughout the past month that showcased the course. Last, he added that although the Village’s fiscal year continues, the golf season is nearing its end due to the upcoming winter months. He stated that Golf Club revenues are higher than projected and expected to continue trending above projected throughout the duration of the year.
The next Golf Advisory Committee meeting will take place on Monday, October 22 at 7 p.m.
e. Sustainability Task Force
Trustee Mulvaney reported that at its September 25 meeting, the Task Force discussed its on-going sustainability initiatives; in particular, the Task Force focused on its active transportation, meatless Mondays, sustainable business and water resource management initiatives. Trustee Mulvaney shared that the Task Force is also focusing on its community solar efforts to encourage the use of solar power in Glencoe. He noted that the Glencoe has been recognized as a SolSmart Bronze Designated Community through the efforts of the Sustainability Task Force. Last, Trustee Mulvaney reported that the Task Force discussed its ravine alliance initiative and the upcoming request for proposal that will solicit engineering services for a conditions-assessment of the ravine located near Longwood Avenue.
The next Sustainability Task Force meeting will take place on Tuesday, October 23 at 7 p.m.
f. Sesquicentennial Planning Committee
Trustee Lissner reported that the Sesquicentennial Planning Committee will be hosting a meeting on October 22 at 7:30 p.m. at Am Shalom with representatives of Glencoe community organizations to continue Sesquicentennial planning efforts. She shared that the Village’s year-long Sesquicentennial celebration will begin during the Light the Lights event on Friday, November 23 in downtown Glencoe. Trustee Lissner stated that this year’s Light the Lights event will feature a variety of exciting events for community members of all ages and invited all to attend. Next, Trustee Lissner reported that the Committee is continuing to solicit sponsorships from local businesses that help make Sesquicentennial events and activities possible. Last, she encouraged all to submit their recommendations for the Glencoe 150 Hall of Fame.
V. REPORTS OF OFFICERS
a. Reports of the Village Manager
Following up on Trustee Lissner’s comments, Village Manager Kiraly invited the community to attend the Light the Lights event on Friday, November 23 from 4 to 7 p.m. He shared that this year’s event will have new activities, including live reindeer, trackless train rides and a Beer and Wine Walk for adults. He encouraged all to participate in Small Business Saturday the next day, November 24, and that additional information regarding the two events is forthcoming.
Next, Village Manager Kiraly reported that a number of new businesses have recently opened in downtown Glencoe including Unify Fitness, Hometown Coffee & Juice and Shanghai Gardens. He encouraged all to stop by the new businesses and noted that The House, a new tutoring facility, will be opening in mid-November as well. He stated that Fields Infiniti will be closing later this month but that Mini of Glencoe North Shore dealership will be opening at the same location immediately after the closing of Fields Infiniti.
Village Manager Kiraly shared a variety of upcoming events. He noted that that the Village’s annual fall leaf collection program will begin on October 22 and likely conclude at the end of November, dependent upon weather. He stated that tree and shrub planting along the Green Bay Trail south of South Avenue is currently underway and thanked the Friends of the Green Bay Trail, Chicago Botanic Garden, and Glencoe Park District and Village staff for their assistance. Last, he shared that Halloween trick-or-treating in the community will take place on Wednesday, October 31 from 4-8 p.m. and reminded all to keep Halloween safe.
Finally, Village Manager Kiraly highlighted the Village’s October bi-monthly key performance indicator report. He reported that October report features the addition of more in-depth Public Safety statistics and that the community can look forward to further report additions moving forward.
b. Reports of the Village President
Trustee Thomas moved, seconded by Trustee Miller, to approve the appointments of Gray Drobney and Anna Maisel as student members of the Sustainability Task Force. The motion was approved unanimously.
Next, Trustee Thomas moved, seconded by Trustee Miller, to approve resolutions honoring Steven Arenson and Ed Goodale. The motion was approved with the following vote:
RESULT: APPROVED
AYES: Lissner, Miller, Mulvaney, Thomas, Turner, Vree (6)
ABSENT: None (0)
Last, President Levin reported that the next Village Board meeting will take place on Thursday, November 15 at 7 p.m.
VI. CONSENT AGENDA
Regarding the proposed resolution approving an intergovernmental agreement with School District 35 for the sharing of information, Trustee Vree asked how often School District 35 sends the Public Safety Department information. Director Lewandowski responded that at this time, the District shares information with the Public Safety Department in the case of imminent danger or if a security concern is present. Director Lewandowski added that the intergovernmental agreement was drafted with the assistance of the Village Attorney to ensure adherence to Illinois law and confidentiality requirements.
Trustee Thomas motioned, seconded by Trustee Miller, to adopt the following consent agenda items:
a. September 2018 Treasurer's Report and Glencoe Golf Club Financial Report
b. September 2018 Check Register for the Village of Glencoe and Glencoe Golf Club
c. Consideration of a Resolution Adopting an Investment Policy for the Village of Glencoe
d. Consideration of Resolution Establishing Prevailing Wages as of August 2018
e. Consideration of a Resolution Authorizing the Village Manager to Execute a Contract with Jasco Electric Co. of McHenry, IL. for the Installation of Street Light Posts, Luminaries and Lighted Bollards for the Northwest Commuter Parking Lot LED Lighting Improvements for a Cost Not to Exceed $48,875.
f. Consideration of a Resolution Approving an Intergovernmental Agreement for Reciprocal Reporting and Digital Image Access Between the Village of Glencoe and the Board of Education of Glencoe School District 35
g. Consideration of an Ordinance Authorizing the Purchase of Two 2019 Chevrolet Tahoe Vehicles for the Public Safety Department and Declaring One 2014 Chevrolet Tahoe and One 2008 Ford Expedition as Surplus
The motion was approved with the following vote:
RESULT: APPROVED
AYES: Lissner, Miller, Mulvaney, Thomas, Turner, Vree (6)
ABSENT: None (0)
VII. REGULAR BUSINESS
a. Consideration of Resolution Authorizing the Village Manager to Execute a Contract Agreement with
Landmark Contractors Inc. of Huntley, Illinois for the 2018 Ravine Outfall Improvement Project for a Cost Not to Exceed $555,280; and, Execute Amendment 2 to the Agreement with Baxter & Woodman Inc. of Chicago, Illinois to Provide Construction Engineering Services for a Cost Not to Exceed $10,000 Public Works Director David Mau provided the Board with an overview of the proposed contract agreement and contact amendment. He stated that outfall improvements will take place at South
Avenue, Aspen Lane and Sylvan Road. Director Mau noted that the Fiscal Year 2019 Budget includes funds in the Bond Fund for the ravine outfall improvement project, which includes the balance of the 2015 and 2016B bond funds that remained available following the completion of the planned work included in the $10 million bond issue approved by referendum in 2015. In addition, the Village received a $50,000 grant from the Great Lakes Restoration Initiative Program for proposed soil erosion improvements at Aspen Lane. Director Mau stated that Village staff issued a request for bids for the project, and the lowest qualified bid was received by Landmark Contractors Inc. He reported that despite Landmark’s bid being considerably less than estimated, Baxter & Woodman determined that Landmark’s bid met the Village’s specifications and most likely was the result of the contractor’s desire for work to finish out the year.
Trustee Mulvaney expressed his concern regarding Landmark’s considerably low bid amount and asked if staff had considered additional professional engineering services or dialogue with Landmark to ensure that the contractor was satisfactorily meeting the Village’s project requirements, especially since this would be the first time the Village contracted with Landmark. Director Mau responded that staff had already incorporated into the Village’s technical services agreement with Baxter & Woodman several Landmark construction site visits to confirm Landmark’s work quality. In addition, Director
Mau stated that the Village staff are confident in managing the project contract in-house, due to outfall improvements occurring at a moderate pace and at one location at a time, rather than at multiple sites simultaneously. Trustee Mulvaney thanked him for his comments.
Trustee Thomas moved, seconded by Trustee Miller, to adopt the resolution. The motion passed with the following vote:
Board of Trustees Regular Meeting Minutes
October 18, 2018
RESULT: APPROVED
AYES: Lissner, Miller, Mulvaney, Thomas, Turner, Vree (6)
ABSENT: None (0)
VIII. OTHER BUSINESS
Trustee Mulvaney suggested that the Board consider adopting a Village policy that addresses the control of buckthorn on private properties. Next, Trustee Mulvaney recommended that the Board reflect on its own goals and progress and collect staff feedback. President Levin stated that he will work with Village staff and follow-up at a future Committee of the Whole meeting.
IX. ADJOURN
At 7:55 p.m., Trustee Thomas moved, seconded by Trustee Miller, to adjourn the meeting. The motion was approve with the following vote:
RESULT: APPROVED
AYES: Lissner, Miller, Mulvaney, Thomas, Turner, Vree (6)
ABSENT: None (0)
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