Minutes of the Regular Meeting of the Gurnee Village Board - October 21, 2013

 

 

MINUTES OF THE REGULAR MEETING

OF THE GURNEE VILLAGE BOARD

 

GURNEE VILLAGE HALL

October 21, 2013

 

Call to Order

Mayor Kovarik called the meeting to order at 7:31 p.m.

 

Other Officials in Attendance

Patrick Muetz, Village Administrator; David Ziegler, Assistant Village Administrator/Community Development Director; Bryan Winter, Village Attorney; Scott Drabicki, Village Engineer; Erik Jensen, Management Analyst; Diane Lembesis, Finance Director; Tom Rigwood, Director of Public Works; Fred Friedl, Fire Chief; Kevin Woodside, Police Chief

 

Roll Call

PRESENT:       6- Park, Garner, Balmes, Hood, Wilson, Ross 

ABSENT:         0- None

 

Pledge of Allegiance

Mayor Kovarik led the Pledge of Allegiance.

 

 

 

A.  PUBLIC COMMENT

Dr. Joy Swoboda
District 50
Superintendent
7616 Bittersweet

 

Steve Anderson
3737 Keith

 

Dr. Swoboda thanked the Village of Gurnee, particularly the Gurnee Fire Department, for the donation of fire safety books to the District.  The books were purchased through a grant received by the Village and donated to Gurnee school districts, as well as the library.  Dr. Swoboda said she is very thankful for the donation and presented the Board with thank you notes from the students.
 

Mr. Anderson said in his neighborhood several homes have numerous code violations, along with one parking commercial vehicles in the driveways.  He said he also believes that a number of homes in the area are overcrowded.

 

Mayor Kovarik said the Village does have ordinances against these types of things and asked Mr. Anderson to email the Village with the addresses.  She said the ordinances however only allow fines to be issued.

 

Mr. Anderson said he has contact the Village before and nothing has been done.

 

Mr. Ziegler said the ordinances are tiered toward fines but other options are available through the court system.  He said overcrowding comes up occasionally, but is very difficult to enforce.

 

B.  APPROVAL OF CONSENT AGENDA

It was moved by Trustee Balmes, seconded by Trustee Ross to approve the Consent Agenda as presented.

 

Roll call,

AYE:                  6- Park, Garner, Balmes, Hood, Wilson, Ross

NAY:                 0- None

ABSENT:          0- None

Motion Carried.

 

C. CONSENT AGENDA / OMNIBUS VOTE

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The Village Administrator read the consent agenda for an omnibus vote as follows:

 

1.  Approval of the minutes from the October 7, 2013 Village Board meeting.

 

2.  Approval of setting a bid date of November 12, 2013 for calendar year 2014 fuel purchase.

 

3.  Approval of Payroll for period ending October 5, 2013 in the amount of $720,777.73.

 

4.  Approval of Payroll Transfer Journal for period ending October 5, 2013, in the amount of $714,998.74.

 

5.  Approval of Bills for the period ending October 21, 2013 in the amount of $1,477,140.62.

 

It was moved by Trustee Garner, seconded by Trustee Park to approve the Consent Agenda for an omnibus vote as read.

 

Roll call,

AYE:                  6- Park, Garner, Balmes, Hood, Wilson, Ross

NAY:                  0- None

ABSENT:          0- None

Motion Carried.

 

 

D.  PETITIONS AND COMMUNICATIONS

 

1.   Approval of Proclamation designating October 20 - 26, 2013 as

      “National Save for Retirement Week” in the Village of Gurnee.

 

      Mayor Kovarik read proclamation into record.

 

It was moved by Trustee Balmes, seconded by Trustee Garner to approve of a Proclamation designating October 20 - 26, 2013 as “National Save for Retirement Week” in the Village of Gurnee.

 

Voice Vote:      ALL AYE:         Motion Carried

 

2.  Approval of Proclamation designating October 23 - 31, 2013 as “National Red Ribbon Week” in the Village of Gurnee.

 

      Mayor Kovarik read proclamation into record.

 

It was moved by Trustee Ross, seconded by Trustee Balmes to approve of a Proclamation designating October 23 - 31, 2013 as “National Red Ribbon Week” in the Village of Gurnee.

 

Voice Vote:      ALL AYE:         Motion Carried

 

3.         Approval of Proclamation designating November 3, 2013 as “Change your Clock, Change your Battery Day” in the Village of Gurnee.

 

      Mayor Kovarik read proclamation into record.

 

It was moved by Trustee Garner, seconded by Trustee Park to approve of a Proclamation designating November 3, 2013 as “Change your Clock, Change your Battery Day” in the Village of Gurnee.

 

Voice Vote:      ALL AYE:         Motion Carried

 

E.  REPORTS

 

1.  Report from Finance Director Diane Lembesis – Comprehensive Annual Financial Report for the Fiscal Year ending April 30, 2013.

 

      Finance Director Diane Lembesis introduced Ron Amen – Lauterbach & Amen.  Mr.  Amen stated the Board received two documents, the Management Letter and the CAFR.  He stated the management letter only had two comments.  He stated the comments are merely notes to be aware of.  One regarded GASB #61 which will go into place next year; the second comment listed funds over budget.  He stated there were four funds over budget.

 

      Mr. Amen then reviewed key pages in the CAFR.  He stated the CAFR is divided into three sections.  He pointed out the Village once again received the GFOA’s Certificate of Achievement Award for the prior year’s audit.  Mr. Amen stated his firm provided an unqualified or clean opinion, meaning the financials are reported accurately.  He continued to say the Board should focus on the management and discussion section of the CAFR, as it provides a great summary of the entire document.  Mr. Amen then reviewed fund balances for the Village’s major and non-major funds.   

 

      Mr. Amen opened the floor up for questions and further discussion.

 

      Mayor Kovarik asked if Lauterbach & Amen audits the pension funds.  Mr. Amen said no, another firm audits those funds and provides the information to him.

 

2.  Report from Village Engineer Scott Drabicki – 2012/2013 All Natural Hazards Mitigation Plan (ANHMP) progress report.

Mr. Drabicki presented the following Power Point presentation:

 

 Lake County All Natural Hazards Mitigation Plan

 

“Hazard mitigation is defined as any sustained action taken to reduce or eliminate long-term risk to life and property from a hazard event.” 

FEMA

 

Why Prepare a Hazard Mitigation Plan?

 

  • Disaster Mitigation Act of 2000
    • Requires plan for release of PDM & HMGP funds
    • Plan
      • Identify natural hazards
      • Assess vulnerability
      • Determine how to minimize or eliminate risks
      • Update regularly

 

Plan Maintenance

  • Communities should review plan, hazards encountered, & action items every year
  • Annual meeting to evaluate plan progress and recommend updates
  • Plan will be formally updated & submitted to FEMA within 5 years of approval
  • Next update 2017

 

Gurnee Action Items & Progress

  • Plan adoption – completed July 2, 2012
  • Improve communications with public – ongoing
    •  Reverse 911 templates
    • Notification team success from April flood
    • Assessment team failure from April flood
  • Improve Building Codes – ongoing
  • Urban Forestry – Gurnee = Tree City USA
  • Sanitary I & I – Cleaning and televising underway
  • Flooding mitigation – ongoing
    • Gurnee Grade School
    • 2010 PDM grant process
    • 2013 PDM grant application
    • NFIP participation
    • Drainage system improvements
    • Community Rating System
  • National Incident Management System (NIMS)
    • 158/196 employees are certified at the basic training level

 

Questions:

 

Trustee Garner asked about the Gurnee Grade School debris.

 

Mr. Drabicki said it will be removed.

 

Mayor Kovarik asked if we started a citizen volunteer program.

 

Fire Chief Friedl said the Village had one but it did not generate much interest.

 

Trustee Balmes asked where the Village is on the 2010 PDM Grant.

 

Mr. Drabicki said SMC is working to obtain appraisals, which will be followed by formal offers.

 

Trustee Balmes asked if three or four houses are included.

 

Mr. Drabicki said three houses are included in the grant.

 

Trustee Balmes asked if one of the houses went into foreclosure could the Village pursue purchasing the properties. 

 

Mr. Drabicki said the Village can pursue it separately, but grant money would not be available to assist with the purchase.

 

 

 

F. OLD BUSINESS

 

None.

 

G.  NEW BUSINESS

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

1.  Approval of Ord. 2013 -50 granting a Minor Amendment to the Grand-Hunt PUD, located at the southwest corner of Grand Avenue and Hunt Club Road, approved as ordinance number 92-127 and as further amended, relating to Wendy’s request for a modification of landscape material within the Grand Avenue buffer yard.

 

      Mr. Muetz said Wendy’s restaurant in front of Target has completed its remodel/expansion project.  In conjunction with this Wendy’s has trimmed a number of trees to increase its visibility along Grand Avenue.  This has resolved a majority of their concerns, less one tree which is directly in the line of sight for their ground sign.  Wendy’s is requesting to remove this tree (10” Honey Locust) and replace it in accordance with the Village’s Woodland Preservation Ordinance.  This ordinance requires two 3” Honey Locust trees, which would be planted in the Grand Avenue buffer yard further to the west.  This request requires a Minor Amendment to the Grand-Hunt PUD. 

 

It was moved by Trustee Park, seconded by Trustee Garner to approve of Ord. 2013 - 50 granting a Minor Amendment to the Grand-Hunt PUD, located at the southwest corner of Grand Avenue and Hunt Club Road, approved as ordinance number 92-127 and as further amended, relating to Wendy’s request for a modification of landscape material within the Grand Avenue buffer yard.

 

Roll call,

AYE:                  6- Park, Garner, Balmes, Hood, Wilson, Ross

NAY:                  0- None

ABSENT:           0- None

Motion Carried.

 

2.  Approval of Request for Proposals related to Commercial Refuse and Recycling Collection Services.

 

      Mr. Muetz said Village staff continues to work through the requirements related to obtaining pricing for commercial refuse and recycling collection services. Management Analyst Erik Jensen has been working in conjunction with SWALCO and a Review Committee to modify a formal Request for Proposal (RFP) document.  He said given the magnitude of the request, and the upcoming holiday season, staff has set a due date of January 6th for responses.  This allows respondents over 2 months to develop proposals.  He said Erik will give a brief presentation highlighting key elements of the RFP. 

 

      Mr. Jensen presented the following Power Point presentation:

 

      Commercial Waste Hauling Request for Proposals

 

      What is a Commercial Franchise?

  • A formal contract for waste hauling services
  • Aggregates all eligible commercial accounts under a single contract
  • Has primary benefits of:
    • Reducing service costs
    • Expanding recycling
    • Reducing traffic on local roads

      Impacted Businesses

  • Most businesses would be included in this contract
  • Only refuse services are mandatory – recycling and organics optional
  • Those not impacted:
    • Multi-family properties*
    • Temporary roll off service providers
    • Temporary construction debris removal services
    • Private services (those unique to the business)

 

Proposed Timeline

  • October 24, 2013: Issue RFP
  • November 13, 2013: Optional pre-bid meeting

 

  • November 26, 2013: Close of questions
  • January 6, 2014: Proposals due
  • February 2014: Select finalist
  • March/April 2014: Hold second public hearing
  • March/April 2014: Award contract
  • August 2015: Contract begins

 

      RFP Detail

  • Services to be included
  • Terms for disposal of waste
  • Terms for collection of accounts
  • Customer service standards
  • Assistance to be provided to Village in promoting information
  • Remedies for breach of contract

 

      Questions:

 

      Trustee Balmes said occasionally some businesses might require a second pick-up and asked if that can that be arranged.

 

      Mr. Jensen said that would have to be worked out with the handler.

 

      Trustee Garner asked what problems other communities that have adopted similar programs are having.

 

      Mr. Jensen said he has not seen many problems.  He said the major hurdle is converting businesses to the new franchise.  Other concern from businesses is they don’t like to lose control over their waste agreement.  In order to protect them, there is strong customer service standards included in the draft agreement.

 

      Trustee Park asked how much interest the waste haulers have.

 

      Mr. Jensen said he is already seeing a decent amount of interest.

 

      Trustee Park said asked if several large businesses are still excluded and would they have an opportunity to opt into the franchise.

 

      Mr. Jensen said they were not included because of their heavy use of compactors as that pricing is already very competitive.  He also said they have very unique demand schedules.  He confirmed they will have the opportunity to join once pricing is released.

 

      Trustee Park asked what is the anticipated amount of staff time needed once the franchise moves forward.

 

      Mr. Jensen said not an extensive amount of time.

 

It was moved by Trustee Balmes, seconded by Trustee Park to approve of Request for Proposals related to Commercial Refuse and Recycling Collection Services.

 

Roll call,

AYE:                6- Park, Garner, Balmes, Hood, Wilson, Ross   

 NAY:               0- None

ABSENT:        0- None

Motion Carried.

 

H.  PUBLIC COMMENT

 

None.

I. EXECUTIVE SESSION

 

 

 

Adjournment to Executive Session

 

 

 

 

 

 



 Recall to Order

 

The Village Attorney stated that tonight’s Executive Session will reference:

5 ILCS 120/2 (c) (5) which states:  The purchase of lease of real property for the use of the public body, including meetings held for the purpose of discussing whether a particular parcel should be acquired. 

 

It was moved by Trustee Balmes, seconded by Trustee Garner to adjourn the meeting into Executive Session.

Roll call,

AYE:                 6- Park, Garner, Balmes, Hood, Wilson, Ross     

NAY:                 0- None

ABSENT:          0- None

Motion Carried.

 

Mayor Kovarik adjourned the meeting into Executive Session at 8:24p.m.

 

Mayor Kovarik recalled the meeting to order at 8:58 p.m.

 

PRESENT:       6- Park, Garner, Balmes, Hood, Wilson, Ross             

ABSENT:         0- None

 

Closing Comments

 

 

None.

 

Adjournment

It was moved by Trustee Balmes, seconded by Trustee Park to adjourn the meeting.

 

Voice Vote:      ALL AYE:         Motion Carried.

 

Mayor Kovarik adjourned the meeting at 8:59 p.m.

 

 

Andrew Harris,

Village Clerk