Village of Streamwood President and Board of Trustees met May 7.
Here is the minutes provided by the board:
CALL TO ORDER:
President Roth called the meeting to order at 7:00 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.
NOTE: Due to COVID-19 concerns, Village Manager Sharon Caddigan and Attorney Tom
Bastian were the only staff members in attendance at the meeting.
PLEDGE OF ALLEGIANCE:
PRESIDENT’S REPORT:
VILLAGE MANAGER’S REPORT
Village Manager Sharon Caddigan noted the Governor’s Shelter in Place order being extended through May 30; Village buildings remain closed to the public. Memorial Day Observances and events have been cancelled. The May/June Village Newsletter is abbreviated and available online only.
Ms. Caddigan noted the Governor’s 5-phase plan for reopening businesses in the state. Finance Director Josh Peacock is monitoring revenues for budget impacts.
The April blood drive was held at Vitalant’s Schaumburg location; 20 donors were attributable specifically to Streamwood.
The JAWA bond sale took place by May 1 with substantial cost savings and a great percentage rate for even more long-term savings.
Public Works has been notified the Village is receiving a $2.4 million grant from the “Rebuild Illinois” funds. These funds must be used over a three-year period for capital improvement projects that are designed to last more than 10 years. These funds will likely be assigned to the planned pedestrian bridge over Route 59.
APPROVAL OF AGENDA:
Request the Board approve the May 7, 2020 Agenda as presented. Trustee Cecille moved for approval. Trustee Harper 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 March 19, 2020 as presented. Trustee Harper moved for approval. Trustee Baumer seconded the motion. A voice vote approved the Minutes as presented.
Request the Board approve the Minutes of the Emergency Board Meeting of March 24, 2020 as presented. Trustee Cecille moved for approval. Trustee Baumer seconded the motion. A voice vote approved the Minutes as presented.
PUBLIC WORKS - Trustee Baumer/Trustee Schmidt
A-20-040 Motion – Approval of Bid / Purchase of Asphalt Paving Material
Request the Board approve a Motion to accept the bid and authorize the purchase of asphalt paving material at a cost of $49.50 per ton for surface, $46.50 per ton for base and $49.50 per ton for level binder from Plote Construction, the low bidder after the bids are adjusted based on the distance to the asphalt plant.
This Motion accepts the bid from Plote Construction, 1100 Brandt Drive, Hoffman Estates, Illinois, the low adjusted bidder, for the purchase of 4,500 tons of surface asphalt, 1,200 tons of base asphalt and 2,000 tons of level binder asphalt for a total estimated cost of $377,550.
Trustee Baumer presented the Motion and moved for approval. Trustee Schmidt seconded the motion. Village Manager Sharon Caddigan stated this is an annual purchase of asphalt for use in the street program. The Village accepts two bids so that if one plant is not producing the needed mix on a particular day there is an alternate source available. The actual costs for product are similar, but the additional costs to drive to and from the plants create the pricing difference. Plote is the low bid (plant in Bartlett); Arrow Road is the alternate source (plant in Algonquin). Trustee Harper asked how often the alternate source is used. Ms. Caddigan noted it is very infrequent if at all, but always good to have the option if needed. ROLL CALL:
Trustee Harper Aye Trustee Thon Aye
Trustee Schmidt Aye Trustee Carlson Aye
Trustee Baumer Aye Trustee Cecille Aye
Motion carried.
A-20-041 Motion – Approval of Purchase / Alternative Source for Asphalt Paving Material
Request the Board approve a Motion to authorize the purchase of asphalt paving material from an alternative source, Arrow Road Construction Co., 3401 S. Busse Road., P.O. Box 334, Mt. Prospect, IL, the only other bidder for the purchase of asphalt paving material.
This Motion authorizes the purchase of asphalt paving material from an alternative source, on those occasions when asphalt paving material that is to be provided by Plote Construction, the low adjusted bidder, is not available.
Trustee Baumer presented the Motion and moved for approval. Trustee Harper seconded the motion. Note: See narrative in Agenda Item A-20-040. ROLL CALL:
Trustee Thon Aye Trustee Schmidt Aye
Trustee Carlson Aye Trustee Baumer Aye
Trustee Cecille Aye Trustee Harper Aye
Motion carried.
A-20-042 Resolution – 2020 Roadway Maintenance Program
Request the Board approve a Resolution entitled “A RESOLUTION ACCEPTING THE LOW BID AND AUTHORIZING THE VILLAGE PRESIDENT TO EXECUTE ON BEHALF OF THE VILLAGE AND AUTHORIZING THE VILLAGE CLERK TO ATTEST TO A CERTAIN CONTRACT WITH SCHROEDER ASPHALT SERVICES, INC. FOR ROADWAY MAINTENANCE.” This Resolution approves the allocation of $1,750,466.85 in Motor Fuel Tax Funds for use in the pavement removal, resurfacing and crack sealing of several streets as part of the Village’s 2020 Roadway Maintenance Program.
Trustee Baumer presented the Resolution and moved for approval. Trustee Schmidt seconded the motion. Village Manager Sharon Caddigan stated this accepts the low bid for asphalt removal and paving of certain streets, as well as concrete work on East Avenue and crack sealing and patching on various streets. Funds for the project are MFT funds and a $600,000 grant from DCEO for the East Avenue work. Six bids were received with Schroeder being the low bid. They have worked many times in Streamwood with good performance. ROLL CALL:
Trustee Schmidt Aye Trustee Carlson Aye
Trustee Baumer Aye Trustee Cecille Aye
Trustee Harper Aye Trustee Thon Aye
Motion carried. RESOLUTION 2020-14
A-20-043 Resolution – 2020 Water Main Replacement and Sewer Repair Projects
Request the Board approve a Resolution entitled “A RESOLUTION APPROVING AND AUTHORIZING THE VILLAGE PRESIDENT TO EXECUTE ON BEHALF OF THE VILLAGE AND AUTHORIZING THE VILLAGE CLERK TO ATTEST TO A CERTAIN CONTRACT WITH J. CONGDON SEWER SERVICE, INC. FOR WATER MAIN REPLACEMENT AND SANITARY AND STORM SEWER REHABILITATION.” This Resolution authorizes a unit price contract for various water main and sewer repair projects for a cost estimated at $1,765,639.90.
Trustee Baumer presented the Resolution and moved for approval. Trustee Harper seconded the motion. Village Manager Sharon Caddigan stated this project includes new water main on Schaumburg Road of more than 5,500 lineal feet, and lining deficient sections of sanitary sewer on Schaumburg Road as well. Cook County intends to rehabilitate Schaumburg Road from Route 59 to East Avenue in 2021.
This is a complicated and congested area for work as the water main must be installed behind the curb which is also occupied by other utility lines. Much of this work will involve directional boring. Nine bids were received with Congdon being the low bid. They have worked many times in Streamwood with good performance, including for directional boring.
Trustee Harper asked about disruption of the parking areas along the south side of Schaumburg Road. Ms. Caddigan stated this work is planned to cause minimal disruption to the residents. Trustee Harper confirmed the Village will be responsible for the paving of the parking lanes when the roadway is done in 2021. ROLL CALL:
Trustee Carlson Aye Trustee Baumer Aye
Trustee Cecille Aye Trustee Harper Aye
Trustee Thon Aye Trustee Schmidt Aye
Motion carried. RESOLUTION 2020-15
COMMUNITY AFFAIRS - Trustee Thon/Trustee Cecille
A-20-044 Resolution – Professional Services Agreement / 2020 Water and Sewer Improvement Project
Request the Board approve a Resolution entitled “A RESOLUTION APPROVING AND AUTHORIZING THE EXECUTION OF A PROFESSIONAL ENGINEERING SERVICES AGREEMENT WITH CIORBA GROUP, INC. TO PROVIDE PROFESSIONAL ENGINEERING SERVICES FOR THE 2020 WATER AND SEWER IMPROVEMENT PROJECT.” This Resolution authorizes professional engineering services for the 2020 Water and Sewer Improvement Project.
Trustee Thon presented the Resolution and moved for approval. Trustee Cecille seconded the motion. Village Manager Sharon Caddigan stated this contract for professional engineering services is for the Schaumburg Road water main replacement project and other smaller projects within the contract with Congdon.
Ciorba Group is also the engineering firm monitoring the replacement of the lift station on North Park Boulevard. They have a great deal of experience working with the other permitting agencies (MWRD, Cook County, IEPA) and will be scheduled on an as-needed basis with support from Village staff. ROLL CALL:
Trustee Baumer Aye Trustee Cecille Aye
Trustee Harper Aye Trustee Thon Aye
Trustee Schmidt Aye Trustee Carlson Aye
Motion carried. RESOLUTION 2020-16
A-20-045 Resolution – Amendment to Refuse and Recycling Contract / Advanced Disposal
Request the Board approve a Resolution entitled “A RESOLUTION APPROVING, RATIFYING AND CONFIRMING A ONE (1) YEAR EXTENSION TO A CERTAIN AGREEMENT WITH ADVANCED DISPOSAL SERVICES SOLID WASTE MIDWEST, LLC AND APPROVING, RATIFYING AND CONFIRMING THE VILLAGE PRESIDENT’S EXECUTION OF SAID AGREEMENT ON BEHALF OF THE VILLAGE.” This Resolution authorizes a one year extension of the existing contract with Advanced Disposal at no cost increase.
Trustee Thon presented the Resolution and moved for approval. Trustee Baumer seconded the motion. Village Manager Sharon Caddigan stated this is a one-year extension with Advanced Disposal with no changes in pricing. An RFP had been issued, but after the COVID-19 shutdown, it would have been very challenging for the vendors and the village to complete the process. Advanced offered the one-year extension; all existing services will continue. All interested vendors have been informed the Village will extend the RFP in early 2021. ROLL CALL:
Trustee Cecille Aye Trustee Harper Aye
Trustee Thon Aye Trustee Schmidt Aye
Trustee Carlson Aye Trustee Baumer Aye
Motion carried. RESOLUTION 2020-17
A-20-046 Ordinance – 2012 Refunding Bond Abatement
Request the Board approve an Ordinance entitled “AN ORDINANCE PROVIDING FOR THE ABATEMENT OF THE 2019 TAX LEVY FOR THE GENERAL OBLIGATION REFUNDING BONDS, SERIES 2012, OF THE VILLAGE OF STREAMWOOD, COOK COUNTY, ILLINOIS.” This Ordinance removes the tax levy obligation for the 2012 Series Bonds in conformance with the 2019 Tax Levy.
Trustee Thon presented the Ordinance for first reading. Village Manager Sharon Caddigan stated Cook County is requiring a formal Ordinance to abate the final payment of the 2005 Bond, refinanced in 2012 which the Village budgeted to pay from reserve funds. While it was filed on the tax levy ordinance showing a zero levy amount, the County asked for a formal abatement. The Ordinance must be filed by May 8; Ms. Caddigan asked the Board to consider waiving the first reading.
Trustee Thon moved to waive the first reading for the Ordinance. Trustee Harper 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.
Trustee Thon moved for approval of the Ordinance as presented. Trustee Cecille seconded the motion. ROLL CALL:
Trustee Thon Aye Trustee Schmidt Aye
Trustee Carlson Aye Trustee Baumer Aye
Trustee Cecille Aye Trustee Harper Aye
Motion carried. ORDINANCE 2020-17
LEGISLATIVE – Trustee Cecille/Trustee Thon
A-20-047 Resolution – Review of Closed Session Minutes
Request the Board approve a Resolution entitled “A RESOLUTION REGARDING THE REVIEW OF CLOSED SESSION MINUTES.” This Resolution directs the Village Clerk to keep certain closed session minutes confidential.
Trustee Cecille presented the Resolution and moved for approval. Trustee Schmidt seconded the motion. Attorney Tom Bastian stated this is a required semi-annual review of Closed Session Minutes, and after review, he is recommended they remain confidential. ROLL CALL:
Trustee Schmidt Aye Trustee Carlson Aye
Trustee Baumer Aye Trustee Cecille Aye
Trustee Harper Aye Trustee Thon Aye
Motion carried. RESOLUTION 2020-18
A-20-048 Resolution – IL 19 and Bartlett Road Intersection / Intergovernmental Agreement
Request the Board approve a Resolution entitled “A RESOLUTION APPROVING AN INTERGOVERNMENTAL AGREEMENT WITH THE STATE OF ILLINOIS AND THE VILLAGE OF STREAMWOOD FOR THE IRVING PARK ROAD (IL 19) AT BARTLETT ROAD INTERSECTION IMPROVEMENT PROJECT.” This Resolution authorizes an Intergovernmental Agreement with the Illinois Department of Transportation for Phase 2 Design Engineering for the intersection at Irving Park and Bartlett Roads.
Trustee Cecille presented the Resolution and moved for approval. Trustee Carlson seconded the motion. Village Manager Sharon Caddigan stated this Agreement is for the Phase 2 design work for the intersection of Bartlett Road and Irving Park Roads to Winchester Drive. The Village has secured federal and state funding, and a prior commitment from Cook County to cover the costs of the design engineering estimated at $100,000; Cook County has committed $10,000 and the remaining $90,000 is the federal and state share. The Village will pay the costs and be reimbursed for the engineering. ROLL CALL:
Trustee Carlson Aye Trustee Baumer Aye
Trustee Cecille Aye Trustee Harper Aye
Trustee Thon Aye Trustee Schmidt Aye
Motion carried. RESOLUTION 2020-19
FINANCE - Trustee Schmidt/Trustee Baumer
A-20-049 Motion – Approval of Semi-Monthly Expenditures
Request the Board approve the semi-monthly expenditures in the amount of $239,716.70 which represents the total of the schedule of bills dated April 2, 2020.
General Fund $ 113,426.11
Wetland Special Service Areas 439.35
Street Improvement Fund 46,520.34
Equipment Replacement Fund 14,438.08
Facilities Replacement Fund 20,560.00
Water and Sewer Fund 36,056.23
Golf Fund 5,766.59
Police Pension Fund 2,510.00
Total $ 239,716.70
Trustee Schmidt moved for approval of the semi-monthly expenditures as presented. Trustee Thon seconded the motion. ROLL CALL:
Trustee Baumer Aye Trustee Cecille Aye
Trustee Harper Aye Trustee Thon Aye
Trustee Schmidt Aye Trustee Carlson Aye
Motion carried.
A-20-050 Motion – Approval of Semi-Monthly Expenditures
Request the Board approve the semi-monthly expenditures in the amount of $1,758,684.11 which represents the total of the schedule of bills dated April 16, 2020.
General Fund $ 710,651.33
Wetland Special Service Areas 29.72
Capital Replacement Fund 342,163.55
Street Improvement Fund 14,896.13
Equipment Replacement Fund 173.99
Facilities Replacement Fund 154,969.25
Water and Sewer Fund 527,991.88
Golf Fund 7,133.26
Firefighters Pension Fund 675.00
Total $ 1,758,684.11
Trustee Schmidt moved for approval of the semi-monthly expenditures as presented. Trustee Harper seconded the motion. ROLL CALL:
Trustee Cecille Aye Trustee Harper Aye
Trustee Thon Aye Trustee Schmidt Aye
Trustee Carlson Aye Trustee Baumer Aye
Motion carried.
A-20-051 Motion – Approval of Semi-Monthly Expenditures
Request the Board approve the semi-monthly expenditures in the amount of $1,031,693.16 which represents the total of the schedule of bills dated May 7, 2020.
General Fund $ 194,859.45
Wetland Special Service Areas 680.36
Capital Replacement Fund 49,142.00
Street Improvement Fund 219,816.60
Equipment Replacement Fund 57,685.00
Water and Sewer Fund 474,419.00
Golf Fund 12,862.59
Police Pension Fund 14,719.55
Firefighters Pension Fund 7,508.61
Total $ 1,031,693.16
Trustee Schmidt moved for approval of the semi-monthly expenditures as presented. 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.
A-20-052 Ordinance – Approval of Amendment to the 2019 Operating and Capital Improvements Budget
Request the Board approve an Ordinance entitled “AN ORDINANCE AMENDING ORDINANCE NO. 2018-31 TO PROVIDE FOR YEAR END ADJUSTMENTS OF THE 2019 OPERATING AND CAPITAL IMPROVEMENTS BUDGET.” This Ordinance authorizes year-end budget adjustments to allow for additional expenditures incurred in 2019 that were not anticipated when the original budget document was prepared.
Trustee Schmidt presented the Ordinance for first reading. Village Manager Sharon Caddigan stated the Village is in a very stable financial position and no new fees or taxes have been implemented. The requested budget adjustments reflect the Board’s authorization for a fund balance transfer of $1.5M to pay off the final year of the 2005 Bond issuance, and bolster the FERF, $1.2M transferred for debt service/capital projects related to Fire Station #31, Public Works, Streamwood Oaks Club House and Village Hall renovations, $300,000 to ERF and $400,000 to Pension Funds for new retirements. All Village Funds remain at or above policy levels. Ms. Caddigan stated the auditors have requested this Ordinance so they may complete the Village’s 2019 Audit and CAFR documents.
Trustee Schmidt moved to waive the first reading for the Ordinance. Trustee Baumer seconded the motion. ROLL CALL:
Trustee Thon Aye Trustee Schmidt Aye
Trustee Carlson Aye Trustee Baumer Aye
Trustee Cecille Aye Trustee Harper Aye
Motion carried.
Trustee Schmidt moved for approval of the Ordinance as presented. Trustee Harper seconded the motion. ROLL CALL:
Trustee Schmidt Aye Trustee Carlson Aye
Trustee Baumer Aye Trustee Cecille Aye
Trustee Harper Aye Trustee Thon Aye
Motion carried. ORDINANCE 2020-18
PUBLIC SAFETY - Trustee Harper/Trustee Carlson
A-20-053 Motion–VehiclePurchase
Request the Board approve the purchase of one 2020 Ford F-150 Pickup Truck from Roesch Ford of Bensenville, IL for a cost not to exceed $29,176.00.
The Ford F-150 will replace a 2016 Chevrolet Impala. Funds to replace this vehicle are included in the 2020 Equipment Replacement Fund (ERF).
Trustee Harper presented the Motion and moved for approval. Trustee Carlson seconded the motion. Village Manager Sharon Caddigan stated this is a planned vehicle replacement for the police department, purchased through the Suburban Purchasing Cooperative. ROLL CALL:
Trustee Carlson Aye Trustee Baumer Aye
Trustee Cecille Aye Trustee Harper Aye
Trustee Thon Aye Trustee Schmidt Aye
Motion carried.
A-20-054 Motion – Video Systems and Peripheral Equipment Purchase
Request the Board approve the purchase of sixteen (16) patrol vehicle video systems and peripheral server from CDS Office Technologies at a total purchase cost of $126,132.
The in-car video systems were budgeted and funded for in the Facilities Equipment Replacement Fund. The Department has also applied for a grant that, if awarded, will assume over 70% of the purchase cost.
Trustee Harper presented the Motion and moved for approval. Trustee Thon seconded the motion. Village Manager Sharon Caddigan stated this is a planned replacement for equipment that has exceeded its five-year life cycle. The purchase is through the Suburban Purchasing Cooperative. ROLL CALL:
Trustee Baumer Aye Trustee Cecille Aye
Trustee Harper Aye Trustee Thon Aye
Trustee Schmidt Aye Trustee Carlson Aye
Motion carried.
A-20-055 Resolution – Approval of Contract / Municipal Towing Services
Request the Board approve a Resolution entitled “A RESOLUTION APPROVING AND AUTHORIZING THE VILLAGE PRESIDENT TO EXECUTE ON BEHALF OF THE VILLAGE AND AUTHORIZING THE VILLAGE CLERK TO ATTEST TO A CERTAIN EXTENSION OF AN AGREEMENT WITH ARTIES INCORPORATED TO PROVIDE TOWING SERVICES ON BEHALF OF THE VILLAGE.” This Resolution authorizes the Village to extend an existing contract with Arties Incorporated, d/b/a Artie’s Towing, 150 Woodview Drive, Elgin, Illinois, for towing and storage services.
Trustee Harper presented the Resolution and moved for approval. Trustee Carlson seconded the motion. Village Manager Sharon Caddigan stated this is a two year extension of the existing contract with Artie’s Towing. ROLL CALL:
Trustee Cecille Aye Trustee Harper Aye
Trustee Thon Aye Trustee Schmidt Aye
Trustee Carlson Aye Trustee Baumer Aye
Motion carried. RESOLUTION 2020-20
COMMUNITY DEVELOPMENT – Trustee Carlson/Trustee Harper
A-20-056 Resolution–IrvingParkRoadPhase2EngineeringAgreement/HRGreen
Request the Board approve a Resolution entitled “A RESOLUTION APPROVING AND AUTHORIZING THE EXECUTION OF AN ENGINEERING SERVICES AGREEMENT WITH HR GREEN, INC. TO PROVIDE PHASE 2 ENGINEERING SERVICES FOR WORK ON THE IRVING PARK ROAD AT BARTLETT ROAD IMPROVEMENT PROJECT.” This Resolution authorizes a contract for professional engineering services for Phase 2 of the Irving Park Road at Bartlett Road Improvement Project.
Trustee Carlson presented the Resolution and moved for approval. Trustee Schmidt seconded the motion. Village Manager Sharon Caddigan stated this Agreement is for the Phase 2 engineering of the intersection at Irving Park and Bartlett Roads. The cost is estimated at $100,000 and the Village will be reimbursed by Federal, State and Cook County funding. ROLL CALL:
Trustee Harper Aye Trustee Thon Aye
Trustee Schmidt Aye Trustee Carlson Aye
Trustee Baumer Aye Trustee Cecille Aye
Motion carried. RESOLUTION 2020-21
A-20-057 Resolution – Intergovernmental Agreement / Chicago Metropolitan Agency for Planning
Request the Board approve a Resolution entitled “A RESOLUTION RATIFYING, CONFIRMING AND APPROVING AN INTERGOVERNMENTAL AGREEMENT BY AND BETWEEN THE VILLAGE OF STREAMWOOD AND THE CHICAGO METROPOLITAN AGENCY FOR PLANNING (CMAP).” This Resolution approves an agreement authorizing $15,000 to conduct a bicycle and pedestrian trail inventory as part of a local technical assistance grant.
Trustee Carlson presented the Resolution and moved for approval. Trustee Baumer seconded the motion. Village Manager Sharon Caddigan stated the Village is working cooperatively with Bartlett to develop a bicycle and pedestrian plan and has been approved for Local Technical Assistance funds for this plan. CMAP is currently securing proposals from consultants; the estimated total cost is $150,000 and each village will contribute $15,000. There will likely be some delays until public meetings are able to be conducted. ROLL CALL:
Trustee Thon Aye Trustee Schmidt Aye
Trustee Carlson Aye Trustee Baumer Aye
Trustee Cecille Aye Trustee Harper Aye
Motion carried. RESOLUTION 2020-22
Village Manager Sharon Caddigan stated that the Board was able to accomplish all necessary and anticipated business in this meeting; she is recommending cancellation of the May 21, 2020 Board meeting and will plan to meet on June 4, 2020 for the next regular Board meeting.
Trustee Harper moved to cancel the May 21, 2020 Board meeting. Trustee Baumer seconded the motion. A voice vote approved the cancellation of the May 21, 2020 Board meeting.
PUBLIC COMMENTS: ADJOURNMENT:
Trustee Carlson moved to adjourn. Trustee Thon seconded the motion. A voice vote approved the adjournment. The Village Board adjourned their meeting at 8:20 p.m.
https://www.streamwood.org/getattachment/7749cc40-6078-4f2c-a8d8-1d050588b555/050720.aspx
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