02/28/20059.
MINUTES
COMMITTEE OF THE WHOLE
FEBRUARY 28, 2005
The village board met at 6:30 p.m. as a committee of the whole in the board room of the
village hall on Monday, February 28, 2005. In attendance were:
Village Board
Steven Harris, Mayor
Robert Benton, Trustee
Jerry Kayne, Trustee
Harriet Rosenthal, Trustee
William Seiden, Trustee
Vernon Swanson, Trustee
Matthew Wylie, Trustee
Outdoor Signage
Staff
Robert D. Franz, Village Manager
Robert Fialkowski, Director of Finance
Barbara Little, Director of Public Works
and Engineering
Philip Kiraly, Asst. to the Village Manager
John Sliozis, Chief of Police
Richard Wilk, Deputy Chief of Police
Mayor Harris distributed a proposal regarding the possibility of erecting billboards on the
north side of the Edens Spur east and west of Pfingsten Road. ZEBRA Outdoor, Inc.
would enter into an agreement with the village that pays substantial fees over a twenty
year period. The village would control the content of the advertising and be able to have
a sign of its choosing one month out of the year. There have been no negotiations with
the sign company to this point.
There was board support for further consideration of the concept, in light of the new
revenue it would bring to the village. It was noted that the retention basin site may not be
available due to the clay cap installed on the perimeter of the site. This and other matters,
such as size and height of signage, are to be explored further prior to any formal action
being taken by the sign company.
Proposed Budget — Fiscal Year 2005-06
Bob Fialkowski reviewed with the board his February 22nd budget memo highlighting the
issues which need particular attention in developing a budget for the new fiscal year
beginning May I". He cited specific revenue projections and described proposed
changes in the 2005 Real Estate Tax Levy. He noted that the water and sewer funds are
particularly in need of attention given their operating and capital cost projections. A new
scavenger service contract will be negotiated this calendar year with Onyx or put out to
bid. The board agreed that all service options should be explored as part of the process.
The Fee and Tax Survey was examined, and it was agreed that, with the exception of the
utility bill, no further increases were warranted. It was noted that the village has the
lowest property tax rate, a below average vehicle sticker fee and neither transfer nor
utility taxes.
Chief Sliozis briefly described the proposed police department budget. With very minor
exceptions, it is the same budget as the current year, with no changes in personnel or
operations.
The board then reviewed each project in the Capital Improvement Plan. Particular
attention was given to:
➢ Street Rehabilitation — The Infrastructure Management System Report indicates
that the village should be spending $1.9 million per year on its asphalt and
concrete streets. Staff is working on a plan to combine street, curb and sidewalk
into one cohesive program.
➢ Sidewalk Replacement — It was reported that the mud jacking portion of this
annual project is under review since inspections show that repairs are not lasting
as long as expected.
➢ Deerfield Road Rehab — The only remaining issue is whether overhead lines
should be placed underground, and should the costs be funded under ComEd's
Rate 28 plan.
➢ Stratford Road — This project is scheduled for bid no later than May.
➢ Village Hall Expansion — Initial meetings with design -build teams indicate that
coordinating a new addition with a renovated village hall may cost more than
originally anticipated.
➢ Streetscape/Crosswalks — Although there were mixed opinions, it was agreed that
the Osterman/Waukegan crosswalks will be observed for a year or so before
deciding if any further downtown intersections should have stamped concrete
walkways.
There was discussion on budgeting for Phase III consulting engineering services on
several projects. Trustee Wylie believes it far exceeds what is needed and questions why
more cannot be accomplished in-house. Staff responded that the costs are justified given
the huge investment in these projects and the lack of time for engineering personnel to
monitor the projects to the extent needed to assure quality work. Staff was directed to
reexamine the matter.
Considerable time was spent on the Stanley Report, which studied the village's treatment
plant and ancillary sanitary facilities throughout the village. There is still no clear
consensus among staff or the board on which option should be chosen: regionalization
through Lake County Public Works or improvements to the existing plan. It was agreed
that improvements to the "satellite" facilities and interim improvements at the plant need
to be addressed as part of next year's budget. Staff will meet again with Stanley
Consultants and will arrange a meeting with the Illinois EPA to review the matter further.
Aldridee Electric Work — Storage Yard
Bob Franz briefed the board on a procedural error in a public works project. Electrical
work at the storage yard was approved by a foreman without proper bidding and
authorization from the village board. Aldridge Electric was hired on a time and material
basis to work along with public works personnel to complete interior and exterior
electrical work at the storage yard. This occurred over several months, with the objective
of completing it prior to winter. There are outstanding invoices in the amount of
$39,575.78.
Aldridge was confronted on why it proceeded with the work without a purchase order or
some formal authorization. Their response was that they have had a good working
relationship with the village and understood that this would be piecemeal work as public
works crews completed various tasks at the storage yard in between other projects.
To check the quality of the work, Deerfield Electric was retained to review the invoices
and inspect the work performed. They reported that the village received good value at, if
anything, slightly less than market prices.
The village attorney advises that the board should authorize the project by resolution,
describing what occurred and approving the payment. This item will be on the March 7ch
village board agenda.
The meeting adjourned at 9:55 p.m.
Minutes prepared by:,
(N 4t-taw
Robe . Franz, Village Manage