APRIL 15, CALL TO ORDER. Financial. Financial. Others in. selection. issuance of

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1 JOINT DEPARTME ENTAL OPERATIONS AND FINANCIAL AFFAIRS COMMITTEE MINUTES APRIL 15, CALL TO ORDER Financial Affairs chairperson Cindy Heath called the joint Departmental Operations Committee and Financial Affairs Committeee meeting to order at 7:155 P.M. on Wednesday, April 15, 2015, at the Village of Frankfort Administration Building, 432 W. Nebraska Street, Frankfort, Illinois. ROLL CALL Departmental Operations Committee members present included Mayor Jim Holland, Chairman Dick Trevarthan, Trustees Cindy Heath, Bob Kennedy, Todd Morgan, Mike Stevens, Doug Walker, Clerk Keith Ogle, Bill Burfeind, and Adam Borrelli. Financial Affairs Committee members present included the aforementioned Treasurerr Demetrious Karos, Arvid Johnson, Mark Springer, and Jenni Booth. DOC members, Others in attendancee were Administrator Jerry Ducay, Asst. Administrator Rob Piscia, Police Chief John Burica; Utilities Director Tony Minette, Utilitiess Supervisor John Craven, Community Relations Manager Mary Canino; Superintendent of Public Works Terry Kestel, Asst. Finance Director Cheryl Scott, Building Supervisor Adam Nielsen; Burns & McDonnell Engineers Randy Patchett and Joe Darlington; Strand Engineer Darcie Gabrisko, residents Penny Ploski and Bill Wachter, and Jon DePaolis from the Frankfort Station newspaper. APPROVAL OF MINUTES (March 11, 2015) Member Johnson made a motion (#1), seconded by Trustee Trevarthan, to approve the minutes of the Departmental Operations Committee and Financial Affairs Committee of March 11, 2015, as presented. The motion was unanimously WASTE WATER FACILITY PLAN IMPLEMENTATION PROCESS: FINANCIAL FIRM SELECTIONS A. Bond Counsel Approval Asst. Financial Director Cheryl Scott provided an overview of her memo recommending the selection of bond counsel for the issuance of bonds to finance the Village s 20-year Waste Water 1

2 Facility Plan Project. She stated staff met with two well-known firms, Chapman & Cutler and Ice Miller LLP, to review their service fees and requirements for evaluating the quality and security of the bond offerings. Ms. Scott said the fee to hire Chapman & Cutler was $45,000, and the fee for Ice Miller was $15,000. Following the presentation, Member Karos made a motion (#2), seconded by Trustee Stevens, to forward a recommendation to the Village Board to authorize execution of a bond counsel agreement with Ice Miller LLP in the amount of $15, The motion was unanimously B. Financial Advisement Agreement Approval C. Financial Underwriting Agreement Approval Ms. Scott provided the joint committee with two proposed agreements for their recommendation to the Village Board for a financial advisement agreement and an underwriting agreement. She noted six requests for qualifications were submitted and reviewed by staff. Baird Financial was recommended for the underwriting services and Speer Financial for the advisement services. Following the presentation, there was some discussion as to whether the financial services and underwriting services requested required outside consultants, or whether they could be provided internally by village staff. Following additional discussion, it was the consensus of the joint committee to conduct additional research on firms engaged in offering financial advisement and underwriting services, in order to take advantage of more competitive pricing. FINANCIAL AFFAIRS: OTHER BUSINESS No other finance business was discussed. ADJOURNMENT OF FINANCIAL AFFAIRS COMMITTEE Hearing no further discussion, Trustee Walker made a motion (#3), seconded by Trustee Stevens, to adjourn the Financial Affairs Committee meeting at 7:40 P.M. The motion was unanimously Following adjournment of the Financial Affairs meeting, Trustee Dick Trevarthan took over chairmanship of the Departmental Operations Committee meeting. 2

3 UTILITY DEPARTMENT A. Waste Water Facility Plan: Engineering Design Firm Agreements Director Tony Minette presented an overview of five engineering firms and their qualifications for participation in the design of numerous waste water treatment facility upgrades identified in the Utility Department s 20-year Facility Plan. He provided a summary table detailing each firm s estimated project costs and fees. Following the presentation, Mayor Holland made a motion (#4), seconded by Trustee Heath, to forward a recommendation to the Village Board to enter into engineering agreements with the five selected engineering firms of Burns & McDonnell, HR Greene, Strand & Associates, Robinson Engineering, and Baxter & Woodman with compensation for services rendered as enumerated in the agreements. The motion was unanimously B. New Vactor Truck Purchase Mr. Minette requested the purchase of a Vactor (Vacuum) Truck for the Utility Department. He stated the existing Vactor Truck is used jointly by Public Works and the Utility Department, but due to its heavy usage on a daily basis to repair water main breaks, sewer line cleaning, and other road duties, a second truck is needed. Director Minette noted the truck would be ordered through the Suburban Purchasing Cooperative Program from Standard Equipment for a total cost of $445, Following discussion, Trustee Kennedy made a motion (#5), seconded by Trustee Stevens, to forward a recommendation to the Village Board authorizing an expenditure to Standard Equipment for the purchase of a 2100 Plus Combination Sewer Cleaner at a total cost of $445,497.00, through the Suburban Purchasing Cooperative Program. The committee noted the Vactor Truck purchase would be forwarded to the Village Board for approval after a demonstration of the equipment takes place on April 29. The motion was unanimously C. Sanitary Sewer Video Inspections: Bid Approval Utility Director Minette presented a request for video inspection bid approval for the yearly sanitary sewer line maintenance program. Of three bids received for the project, Hydro-Vision submitted the low bid in the amount of $105, Following discussion, Mayor Holland made a motion (#6), seconded by Trustee Heath, to forward a recommendation to the Village Board accepting Hydro-Vision as the qualified low bidder for the video inspection contract in the amount of $105, The motion was unanimously 3

4 524 CENTER ROAD FACILITY: EXTERIOR BUILDING MODIFICATIONS Mr. Minette informed the committee that a recent inspection of the exterior of the 524 Center Road facility showed that rehabilitation work needed to be performed on the exterior façade to upgrade the building materials and to install new landscaping around the front of the facility. Following the presentation, Trustee Kennedy made a motion (#7), seconded by Member Borrelli, to move forward with the building modifications as discussed, with costs not to exceed the budgeted amount for the project services, estimated in the range of $39, $47, The motion was unanimously VOICE/DATA CABLING FOR VILLAGE HALL ADDITION: CHANGE ORDER NO. 3 APPROVAL Community Relations Manager Mary Canino presented a request to the committee for its recommendation of approval of Change Order #3, as part of the village hall expansion project. She explained that this work was originally part of Construction Solutions, Inc. (CSI) bid but was removed as it was intended to be completed by staff. However, it was later determined due to the height of the ceilings that staff could not perform the work. CSI was again commissioned to complete the work and Excel Electric was hired by them to perform the required installation. Ms. Canino stated the installed cost of the cabling is $18, The total cost of the change order is $24,203.00, which includes other credits and additional costs. Member Ogle made a motion (#8), seconded by Member Borrelli, to forward a recommendation to the Village Board to approve Change Order #3 in the amount of $24, The motion was unanimously PFEIFFER ROAD MULTI-USE PATH PROJECT A. IDOT Local Agency Agreement for Federal Participation B. IDOT Construction Engineering Services Agreement C. IDOT Resolution for Local Match Funding Building Supervisor Adam Nielsen stated the Pfeiffer Road multi-use trail is a 0.5 mile extension of the Old Plank Road Trail that will be constructed along the east side of Pfeiffer Road, from Sauk Trail to the Old Plank Road Trail. He noted the project is part of the Village s Bicycle Trail Master Plan, for which a federal CMAQ grant was received in the amount of $454, to construct. Mr. Nielsen noted in order to receive federal funding for the project, the Village is required to enter into an IDOT Local Agency Agreement for Federal Participation, Construction Engineering Services Agreement, and adopt an IDOT Resolution for local match funding. He 4

5 further noted Robinson Engineering has been selected as the firm to provide Phase III construction engineering services. Following the presentation, Member Ogle made a motion (#9), seconded by Trustee Heath, to forward a recommendation to the Village Board to adopt a Resolution authorizing execution of the IDOT Local Agency Agreement for Federal Participation and IDOT Construction Engineering Services Agreement for the Pfeiffer Road multi-use trail project, and authorizing an appropriation of MFT funds in the amount of $143,200, for Frankfort s local share of the project cost. The Village will ultimately be responsible for an estimated $106,400, after being reimbursed as part of the grant. The motion was unanimously PUBLIC WORKS DEPARTMENT A Dump Truck Replacement Purchase Approval Superintendent Terry Kestel requested the purchase of a dump truck to replace a 2001 International dump truck beset with mechanical problems. He stated the replacement truck is a 2016 International 7400 dump truck e/w snowplow equipment, to be ordered now, due to the long lead time necessary to build out the truck. The cost of the fully equipped vehicle is $135, Mayor Holland made a motion (#10), seconded by Trustee Stevens, to forward a recommendation to the Village Board authorizing the purchase of a 2016 International 7400 truck chassis with dump truck body and snowplow equipment installed through Rush Truck Center, in an amount not to exceed $135, The motion was unanimously B Lawn Maintenance Contract Approval Mr. Kestel stated three contractors provided bids for the lawn mowing, bush trimming, and landscape bed maintenance contract. Bill s Lawn Maintenance and Landscaping submitted the low bid in the amount of $109, for these services. Mr. Kestel voiced his recommendation to the committee to accept the Bill s Lawn Maintenance bid. Trustee Kennedy made a motion (#11), seconded by Trustee Heath, to forward a recommendation to the Village Board accepting the qualified low bid of Bill s Lawn Maintenance and Landscaping and awarding the two-year lawn care services contract to the company in the amount of $109, The motion was unanimously C Emerald Ash Borer Management Program: Reforestation Approval Supt. Kestel related to the committee that seven bids were received for the reforestation of over 700 parkway trees in the village that were removed due to infestation by the Emerald Ash Borer. He stated his recommendation was to disqualify the two low bids due to irregularities and omissions in the bidding process. Mr. Kestel indicated qualified low bidder Acres Group was his choice for the contract, with a bid of $200,

6 Following committee discussion, Mayor Holland made a motion (#12), seconded by Trustee Heath, to forward a recommendation to the Village Board to award the 2015 Emerald Ash Borer reforestation contract to qualified low bidder Acres Group, in the amount of $200, The motion was unanimously D. Village Administration Building: Landscape Bid Approval Trustee Trevarthan provided the committee with an overview of the Village Hall landscape bid approval process. He stated two formal bids were received from Allied Landscaping and Woodland Commercial Landscaping for the project. Mr. Trevarthan noted Woodland Commercial Landscaping provided the low base and overall bid, but submitted a bid bond rather than a 5% cashier s check as stated in the bidding instructions. During discussion, it was the consensus of the committee to accept the bid irregularity of Woodland Commercial Landscaping s proposal, due to unclear language in the official bid documents. Three motions came out of the landscaping discussion: Trustee Heath made a motion (#13), seconded by Mayor Holland, to forward a recommendation to the Village Board to approve a contract with Woodland Commercial Landscaping in the amount of $151, to provide landscaping services in scope and size as directed by staff. This amount includes a base bid of $134, plus Alternative #1 of $12,281.60, plus a portion of Alternative #2 of $5, The motion was unanimously Trustee Heath made a motion (#14), seconded by Member Borrelli, to forward a recommendation to the Village Board to set a budget limit in the amount of $100,000 for additional landscape work that will be associated with the project. The motion was unanimously Trustee Heath made a motion (#15), seconded by Trustee Stevens, to forward a recommendation to the Village Board accepting the low bid of Chubasco Lawn Sprinklers in the amount of $29, for the Village Hall landscape irrigation project. Staff is to talk with the low bidder to confirm the project was bid to pay the prevailing wage. The motion was unanimously WHITE STREET PROPERTIES: DEMOLITION/RELOCATION DISCUSSION Supt. Kestel updated the committee on the status of the sale of three village-owned residential structures (land not included) located on White Street. He stated no formal bids were received from persons interested in buying any of the three houses that were on the market for purchase. Mr. Kestel noted recent demolition costs on nearby properties averaged between $7,000 and $8,000. 6

7 It was the consensus of the committee that two of the structures would be demolished, one located on the east side of White Street and the other on the west side. The former William Mech house, located at 11 N. White Street, would remain at its present location until plans were made to move it to another location in the village. BUILDING DEPARTMENT: 2015 VEHICLE REPLACEMENT PURCHASE APPROVAL Building Supervisor Adam Nielsen sought the committee s approval to purchase a replacement vehicle for a 2010 Ford Expedition that was experiencing numerous electrical malfunctions. He requested committee approval to trade in the Expedition and purchase a Chevrolet Silverado from Phillips Chevrolet. Mr. Nielsen stated the $18,000 trade-in value would be applied to the new Chevy truck purchase, reducing the actual cash outlay for the truck to $16, Trustee Stevens made a motion (#16), seconded by Member Burfeind, to forward a recommendation to the Village Board to authorize the trade-in of a Ford Expedition, and apply the $18,000 in trade-in value toward the purchase of a 2015 Chevrolet Silverado from Phillips Chevrolet, for an actual cash expenditure of $16, (total cost $34,023.43) for the vehicle. The motion was unanimously OLD PLANK ROAD TRAIL SNOW PLOWING DISCUSSION Resident Phil Simmons asked the committee to consider having the Old Plank Road Trail snow plowed during the winter months so residents could use the trail for recreational purposes. Administrator Ducay provided Mr. Simmons and the committee with an overview of the potential liabilities associated with trying to maintain the trail during snow events. Mayor Holland requested staff to investigate the feasibility of maintaining a small portion of the trail around the Prairie Park for recreational use during the winter season. Staff took the matter under advisement with no further action taken at this time. OTHER BUSINESS No further business was discussed by the committee. ADJOURNMENT Clerk Ogle made a motion (#17), seconded by Trustee Heath, to adjourn the Departmental Operations Committee meeting of April 15, 2015, at 9:20 PM. The motion was unanimously Recorded by: Rob Piscia Transcribed by: Debbie Cox (via tape) 7