VILLAGE OF ITASCA COMMITTEE OF THE WHOLE MEETING MINUTES September 5, 2017 Immediately Following Village Board Meeting Call to Order: Roll Call: Mayor Jeff Pruyn called the meeting to order at 7:36 p.m. Present: Mayor Jeff Pruyn; Trustees Marty Hower, Ellen Leahy, Jeff Aiani, Frank Madaras, Mike Latoria, Lucy Santorsola; Village Clerk Jody Conidi. Also present: Community Development Director Nancy Hill; Interim Village Administrator Robert O Connor; Public Works Director Ross Hitchcock; Village Attorney Chuck Hervas; Village Engineering Consultants Mark Wesolowski. Absent: Trustee None. Pledge of Allegiance: Audience Participation: Minutes: (Committee of the Whole Minutes of August 15, 2017) President s Comments: Community Development Committee: Trustee Latoria, Chairperson (Equipment Depot Sign Variances) (Hamilton Lakes Signage Program Variance) Recited at the preceding Village Board Meeting. No audience participation. Mayor Pruyn presented the Committee of the Whole Meeting minutes of August 15, 2017. Hearing no objections, Trustee Leahy made a motion to approve; Trustee Santorsola seconded. Motion carried by a unanimous voice vote. Mayor Pruyn announced a reminder about Itasca s Oktoberfest event this weekend with Itasca Business Night on Thursday, September 7, 2017 and the Village Board helping as servers. concerning Approving Variances to Re-Face Existing Double Pylon Signs for Equipment Depot (PC 17-005). The Plan Commission approved the variances unanimously. Hearing no objections, Trustee Latoria made a motion to approve the variances to re-face existing double pylon signs for Equipment Depot (PC 17-005); Trustee Leahy seconded the motion. Motion carried by a unanimous voice vote. concerning Approving Variance to Allow the Hamilton Lakes Signage Program (PC 17-007). The Plan Commission reviewed and approved the signage program for the entire Hamilton Lakes park unanimously with some conditions related to utilities and sight distance. Rick Staback, Partner at Hamilton Partners, presented renderings of the new signage including wayfaring signage with images on the backs that will be repeated throughout the park; a Hamilton Lakes monument sign at the entrance to the park; and building Page 1
(Hamilton Lakes Signage Program Variance) Continued (Lion s Club Sign Variances) (ComEd Special Use, Variances, Plat & Site Plan) (New Business License Application Five Star Decorating, Inc.) (New Business License Application Lighting and Surveillance, Inc.) (New Business License Application The Finer Line, Inc.) identification signage that will be located in front of each building with addresses and tenant names. The building identification signage will be created with granite from the original monument sign. All of the signage will be created using a new contemporary color palette. Hearing no objections, Trustee Latoria made a motion to approve the variance to allow the Hamilton Lakes signage program (PC 17-007); Trustee Leahy seconded the motion. Motion carried by a unanimous voice vote. concerning Approving Variances to Allow the Change of Face of the Existing Lion s Club Sign to a Dynamic Display Sign in the B-4 and B-5 Traditional Downtown Zoning Districts (PC 17-008). The Plan and Historical Commissions approved the signage. The Board requested representatives from the Itasca Lions Club and Targin Sign be invited to attend the September 19, 2017 board meeting to discuss the actual size of the proposed dynamic display sign. concerning Approval of a Special use to Expand Utility Service, Variances from Zoning Ordinance, a Plat of Subdivision, and Class I Site Plan Approval for ComEd (PC 17-010). Community Development Director Nancy Hill reported the Plan Commission reviewed a large amount of information regarding the expansion and made a unanimous recommendation at a Special Plan Commission Meeting on August 23, 2017. ComEd Project Manager Philip Workman explained the expansion will meet the electric needs of a new data center coming into Itasca and future growth of the Itasca area over time. Hearing no objections, Trustee Latoria made a motion to ; Trustee Hower seconded the motion. Motion carried by a unanimous voice vote. Five Star Decorating, Inc. at 1115 Hilltop Drive, B1, as Lighting and Surveillance, Inc. at 1115 Hilltop Drive, B2, as The Finer Line, Inc. at 1701 Glenlake Avenue as Page 2
(New Business License Application Glass Solutions, Inc.) Glass Solutions, Inc. at 960-1100 Maplewood Drive as Hearing no objections, Trustee Latoria made a motion to approve the four business license applications as recommended by the Community Development Department; Trustee Leahy seconded the motion. Motion carried by a unanimous voice vote. Administration Committee: Trustee Santorsola, Chairperson Environment Committee: Trustee Leahy, Chairperson Finance Committee: Trustee Hower, Chairperson Public Safety Committee: Trustee Madaras, Chairperson Public Works/Infrastructure Committee: Trustee Aiani, Chairperson (2017 Wastewater Treatment Plant Renovation Project) (2017 Holiday Inn Lift Station Replacement Project) Trustee Santorsola had no report. Trustee Leahy had no report. Trustee Hower had no report. Trustee Madaras had no report. Trustee Aiani presented discussion and possible action concerning Accepting the Low Bid from Joseph J. Henderson & Son, Inc. for the 2017 Wastewater Treatment Plant Renovation Project. Public Works Director Ross Hitchcock, Stanley Consultants Engineer Jay Brady and Robinson Engineering Engineer Mark Wesolowski recommended the bid. The Board discussed the number of bids and final payments once construction is complete and the Village is 100% satisfied product meets specs. Hearing no objections, Trustee Aiani made a motion to accept the low bid from Joseph J. Henderson & Son, Inc. for the 2017 wastewater treatment plant renovation project; Trustee Leahy seconded the motion. Motion carried by a unanimous voice vote. Percentage breakdowns and a definition of the criteria for final payment will be presented. Trustee Aiani presented discussion and possible action concerning Accepting the Low Bid from Martam Construction for the 2017 Holiday Inn Lift Station Replacement Project. Public Works Director Hitchcock recommended the low bid. Hearing no objections, Trustee Aiani made a motion to Accept the low bid from Martam Construction for the 2017 Holiday Inn Lift Station replacement project not to exceed $790,985.00; Trustee Leahy seconded the motion. Motion carried by a unanimous voice vote. Page 3
(Phosphorous Removal Feasibility Study) Department Heads: (Itasca School District 10 Meeting) (National Safety Council Illinois Overdose Awareness Day) (Itasca Community Library Construction) (Itasca Food Pantry Presentation) (10th Annual Itasca Oktoberfest) (Itasca Chamber of Commerce Dueling Pianos) (Plan Commission) (Historical Commission) Trustee Aiani presented discussion and possible action concerning Approving Task Order #17-RO524 for the Phosphorous Removal Feasibility Study. Public Works Director Hitchcock recommended the task order. Hearing no objections, Trustee Aiani made a motion to approve Task Order #17-RO524 for the phosphorous removal feasibility study not to exceed $25,000.00; Trustee Hower seconded the motion. Motion carried by a unanimous voice vote. Interim Village Administrator Robert O Connor reported scheduling a meeting with Itasca School District Superintendent Craig Benes on September 11, 2017 to review emergency plans. Interim Administrator O Connor reported attending the Illinois Overdose Awareness Day rally at National Safety Council (NSC) on August 31. Interim Administrator O Connor reported due to construction at the Itasca Community Library, Brian Yarbrough and his staff from Public Works moved items from the library into the Village Complex basement for short-term storage. Interim Administrator O Connor reported a representative from the Itasca Food Pantry presented an informational overview about the food pantry to Police Department staff in order for staff to better inform residents about the food pantry. Community Development Director Hill reported scheduling volunteers for Itasca Oktoberfest s Business Night on Thursday, September 7, 2017. The 2017 Oktoberfest hats were distributed to the Board. Community Development Director Hill reported the Itasca Chamber of Commerce is host Dueling Pianos on Thursday, September 14, 2017 at the Itasca Country Club. Community Development Director Hill reported the Plan Commission held a Special Meeting on Wednesday, August 23, 2017 due to a large agenda at the August 16, 2017 regular meeting, and another Special Meeting has been scheduled for Wednesday, September 27, 2017 due to the large agenda schedule for the September 20, 2017 regular meeting. Community Development Director Hill reported the Historical Commission will be meeting on Thursday, September 21, 2017 with one application for single family home currently on the agenda. Page 4
(First Quarter Building Permits) (Raging Wire / ComEd Substation Expansion) (Eastbound Thorndale Avenue Detour) (Irving Park Road Camera Survey) (IDOT Trees) (Right Turn Lane from Thorndale Frontage Road to Clover Ridge / Sound Wall) (Microburst Cleanup) (No Clerk Report) (No Attorney Report) Adjournment: Community Development Director Hill reported building permit activity has been high with Shelley Cirincione and Helene DeAngelo handling the increased activity in stride. During the fiscal year s first quarter, the department met onethird of the proposed annual permit budget. Community Development Director Hill reported Shannon Malik, Robinson Engineering and Chuck Hervas staff worked together in a short period of time to complete the Raging Wire agreement. The resulting ComEd substation expansion will give Itasca a huge increase in utility tax from the additional electricity Raging Wire will be consuming. Engineering Consultant Mark Wesolowski reported vehicles on eastbound Thorndale Avenue from I-290 will be detoured to I-390 for two weeks and will not be able to exit I-390 until Prospect Avenue. The Illinois Tollway distributed notices to area residents and businesses impacted by the detour. Engineering Consultant Wesolowski reported the Illinois Tollway will be installing 47 cameras for a short time along the Irving Park corridor between Roselle and Wood Dale. Only one camera will be placed within Itasca at Irving Park Road and Walnut Street to take traffic counts and assessments now and again once the I-390 extension opens. The proposed dates are September 11-14, 2017. Trustee Santorsola stated a lot of the trees recently planted within the Clover Ridge subdivision have died. Mayor Puryn stated Illinois Tollway has not responded to the Village s letter about the right turn lane from Thorndale Frontage Road to Clover Ridge and unpainted sound wall. Director of Public Works Hitchcock reported Public Works is finishing cleanup from the July 21, 2017 microburst with 110 trees being removed and at a cost of nearly $200,000.00. Ciosek Tree Service has been in Itasca with their whole crew every day since the storm. Mulch left in the parkways will be picked up by Public Works. Village Clerk Jody Conidi had no report. Village Attorney Chuck Hervas had no report. Trustee Madaras made a motion to adjourn the Committee of the Whole Meeting at 9:04 p.m.; Trustee Santorsola seconded the motion. Motion carried by a unanimous voice vote. Minutes by: Jody A. Conidi, Village Clerk Page 5
Page 6