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Minutes of Village Board Meeting - March 27, 2007MINUTES OF VILLAGE BOARD MEETING TUESDAY, MARCH 27, 2007 President Jason Briscoe called the meeting to order at 7:05 p.m. followed by the Pledge of Allegiance. Members present: John Horvat, Ray Mason, Dennis Martin, & Terry Houchens. Members Absent: John Jun & Barry Thompson. Also present: Jim Grabowski – Village Administrator, Marty Shanahan – Village Attorney, Rob Tonarelli – Superintendent of Public Works, Lloyd Unland - Police Chief, Doug Hayse – Police Administrator, Chuck White – Building & Zoning Officer & Sean Kelly –Village Engineer. Changes To Agenda –President Briscoe stated that 9D & 9E of the consent agenda would be removed and placed on a future agenda. Review of Minutes – Minutes of Village Board Meeting of March 13, 2007 were reviewed. Trustee Horvat moved, Trustee Houchens seconded the motion to accept the minutes of March 27, 2007 meeting as presented. Hearing no comments or questions President Briscoe called for a vote on the motion. Ayes: Mason, Horvat, Houchens & Martin Nays: None Absent: Thompson & Jun Motion carried. Minutes of Plan/Zoning Meeting of February 20, 2007 were reviewed-there were no questions or comments. President Briscoe noted that they will be placed on file. Bills and Transfers – Trustee Martin noted that the Finance Committee had reviewed them and recommended their approval. Trustee Martin moved, Trustee Houchens seconded the motion to approve the Bills and Transfers as presented. Ayes: Horvat, Martin, Mason & Houchens Nays: None Absent: Thompson & Jun Motion carried. Treasurer's Report – Trustee Martin noted that the Finance Committee had reviewed the Treasurer's Report and recommended its approval. Trustee Martin moved, Trustee Houchens seconded the motion to approve the Treasurer's Report as presented. Ayes: Houchens, Horvat, Martin & Mason Nays: None Absent: Jun & Thompson Motion carried. Public Forum – President Briscoe stated that the Village was presented with a plaque from Grundy Economic Development Council regarding a partnership award in the creation of the Economic Development Project Area #1 (EDPA #1). Trustee Mason commented that it was a very pleasant evening and that several other municipalities had gotten awards also. President Briscoe opened the public forum at 7:09 p.m. No one came forward. Consent Agenda – Trustee Martin moved, Trustee Mason seconded the motion to approve the consent agenda. Hearing no comments or questions President Briscoe called for a vote on the motion. Ayes: Horvat, Houchens, Mason & Martin Nays: None Absent: Jun & Thompson Motion carried. MCHS Post Prom Committee Request for Donation of $500.00 Resolution Authorizing Purchase of a Photo Copier for the Police Department in the amount of $9,975. (2007-R-772) Resolution Approving Purchase of Additional Meters in the amount of $27,000. (2007-R-773) Resolution Approving Letter of Credit Reduction Request for Westwind Development, Phase #1 to the amount of $727,802.53. (2007-R-776) Resolution Approving Letter of Credit Reduction Request for Westwind Development, Phase #2 to the amount of $756,726.53. (2007-R-777) Old Items – Resolution Authorizing a Professional Services Agreement with Robinson Engineering to Complete a "Situation Assessment and Conceptual Design" for GIS – Administrator Grabowski explained that the GIS system is a system of hardware, software, data, people, organizations, and policies for collecting, storing, analyzing, and disseminating information about geographic locations. He stated that it can also be used in public safety, property management and ownership data, and in open space management applications. Trustee Horvat moved, Trustee Houchens seconded the motion to approve Resolution #2007-R-778 authorizing execution of a professional services agreement with Robinson Engineering for a GIS system design study. Hearing no comments or questions President Briscoe called for a vote on the motion. Ayes: Martin, Houchens, Horvat & Mason Nays: None Absent: Jun & Thompson Motion carried. New Items –Resolution Adopting the 2007 Official Zoning Map for the Village of Minooka- Trustee Houchens moved, Trustee Horvat seconded the motion to approve Resolution #2007-R-779 adopting the official zoning map for the Village of Minooka. Ayes: Martin, Houchens, Mason & Horvat Nays: None Absent: Thompson & Jun Motion carried. Resolution Awarding Contract for Mondamin Street/Ridge Road Streetscape Contract to the Low Bidder, Allied Landscaping – Trustee Houchens moved, Trustee Martin seconded the motion to approve Resolution #2007-R-780 awarding the low bid for Ridge Road and Mondamin Street streetscape and landscape work to Allied Landscape of Joliet in the amount of $780,603.63. Hearing no comments or questions President Briscoe called for a vote on the motion. Ayes: Horvat, Houchens & Martin Nays: Mason Absent: Thompson & Jun Motion carried Resolution Rescinding Proposal Award for Village Hall Remodeling– Trustee Horvat moved, Trustee Houchens seconded the motion to approve Resolution #2007-R-781 rescinding the proposal award to S & S Custom Homes for the Village Hall remodeling due to the fact that the proposed work is not in the best interest of the Village. Trustee Martin stated that the reason the proposal was being rescinded was to bring in an architect to do a complete study so that the Village could save money in the long run instead of doing it without specific details. Hearing no other comments or questions President Briscoe called for a vote on the motion. Ayes: Mason, Horvat, Houchens, & Martin Nays: None Absent: Thompson & Jun Motion carried. Resolution Authorizing Purchase of Laserfiche Software – Administrator Grabowski commented that the Laserfiche is a Windows-based product that would allow the Village to store documents on the network and reduce paper work that is stored in different offices at the Public Works Building and the Village Hall. The paperwork that can be stored includes ordinances, resolutions, maps, site plans, annexation agreements, permits, contracts, and village minutes. The proposal from TKB Associates for a Laserfiche document management system would include software, licenses, training and annual maintenance. Trustee Martin moved, Trustee Houchens seconded the motion to approve Resolution #2007-R-782 authorizing execution of an agreement with TKB Associates for the Laserfiche document management system at a cost not to exceed $10,068. Trustee Horvat questioned about a back up plan for copies. Administrator Grabowski stated that there would be two disc copies of which TKB would keep one and the Village would get the other one to be kept in a fire proof storage container. Hearing no other comments President Briscoe called for a vote on the motion. Ayes: Houchens, Horvat, Martin & Mason Nays: None Absent: Jun & Thompson Motion carried. Resolution Authorizing a Professional Services Agreement with Engineering Enterprises for Design and Bidding of a Salt Dome – Administrator Grabowski stated that the salt dome would be located behind the Public Works building at 608 Twin Rail Drive. The cost for the design and bidding of the salt dome is $24,082 for the design and bid and $12,692 for the construction observation, for a combined total of $36,774. The estimated cost of the salt dome and base preparation would be $291,241. Trustee Mason moved, Trustee Horvat seconded the motion to approve Resolution #2007-R-783 authorizing a professional services agreement with Engineering Enterprises for design, bidding and construction of a salt dome. Trustee Houchens feels that the Village could do without this capital improvement for a few years and concentrate on other improvements within the Village. Trustee Martin stated that the Village pays a premium for the salt that we get now, and rents a storage space to store it in. He went on to say that the Village’s needs for salt haS increased due to the fact that we are acquiring more streets in the Village, and that the expenditure for the salt dome had already been approved within the budget. Hearing no other comments or questions President Briscoe called for a vote on the motion. Ayes: Horvat, Mason & Martin Nays: Houchens Absent: Jun & Thompson Motion carried. Resolution Approving a Budget Amendment, Creating a Police Officer Position – Trustee Houchens moved, Trustee Horvat seconded the motion to approve Resolution #2007-R-784 amending the fiscal year 2006/2007 budget to hire an additional police officer and send the officer to the Police Training Institute in April instead of August. Hearing no comments or questions President Briscoe called for a vote on the motion. Ayes: Martin, Houchens, Horvat & Mason Nays: None Absent: Jun & Thompson Motion carried. Resolution Authorizing Execution of a Data Sharing Agreement with Will County – Trustee Mason moved, Trustee Horvat seconded the motion to approve Resolution #2007-R-785 authorizing execution of an intergovernmental agreement between the Village and Will County for GIS information sharing. Hearing no questions President Briscoe called for a vote on the motion. Ayes: Martin, Houchens, Mason & Horvat Nays: None Absent: Thompson & Jun Motion carried. Resolution Authorizing the Extension of a Lawn Maintenance Agreement with Hispano Lawn Maintenance – Trustee Mason moved, Trustee Houchens seconded the motion to approve Resolution #2007-R-786 authorizing the extension of a lawn maintenance agreement with Hispano Lawn Maintenance in the amount of $31,464. Hearing no questions President Briscoe called for a vote on the motion. Ayes: Mason, Horvat, Houchens & Martin Nays: None Absent: Thompson & Jun Motion carried. Fiscal Year 07-08 Budget – Consideration to Place on File for Public Review – Trustee Mason moved, Trustee Houchens seconded the motion to place the budget on file for public review until April 10th. Administrator Grabowski commented that it would be placed on file for review from March 28th until April 10th and then have a public hearing at the next village board meeting. Ayes; Martin, Houchens, Horvat & Mason Nays: None Absent: Jun & Thompson Motion carried. Staff Reports –Administrator Grabowski reminded the Board of a workshop on April 5th at 6:00 p.m. to discuss the budget and a special finance meeting at 4:30 p.m. prior to the workshop to review the final draft of the budget. President Briscoe stated that the Citizen’s Advisory Committee meeting is scheduled for March 28th at 6:30 pm. Parks/Recreation/Public Safety Committee Report – Chairman Houchens commented that the Village decided to close Lion’s Park while construction is being done. Signs have been posted. Public Works Committee Report – Trustee Mason in the absence of Chairman Thompson reminded everyone to exercise patience when driving through town due to all the road construction going on. Finance/Personnel Committee Report – Chairman Martin thanked John Harrington, Jim Grabowski and all department heads for helping on the budget. Ordinance Committee Report – Chairman Mason had nothing to report. Economic Development/Public Relations/ – Chairman Thompson was not present. Liquor Commission Report – Chairman Briscoe had nothing to report Annexation Committee Report – Chairman Briscoe had nothing to report. Executive Session - President Briscoe announced that there was a need for an executive session and entertained a motion. Trustee Horvat moved, Trustee Houchens seconded the motion to go to executive session to discuss probable litigation at 7:35 p.m. President Briscoe called for a vote on the motion. Ayes: Houchens, Horvat, Martin & Mason Nays: None Absent: Jun & Thompson Trustee Houchens moved, Trustee Horvat seconded the motion to return to regular session at 7:45 p.m. Ayes: Horvat, Houchens, Mason & Martin Nays: None Absent: Jun & Thompson Motion carried. President Briscoe noted that there was action to be taken from executive session. Resolution Authorizing Filing of Quo Warranto Complaint – Trustee Martin moved, Trustee Houchens seconded the motion to approve Resolution #2007-R-787 authorizing filing of a quo warranto complaint pursuant to State Statute, which is the proper procedure to seek court intervention for removal of an official that unlawfully occupies an office, and authorizes the Village Attorney to file a proceeding in quo warranto seeking removal of the Trustee on the Police Pension Board serving in the position reserved for a retired beneficiary. Ayes: Horvat, Martin, Mason & Houchens Nays: None Absent: Thompson & Jun Motion carried. Trustee Mason moved, Trustee Horvat seconded the motion to adjourn the meeting at 7:55 p.m. All voted yes, motion carried. Milissa Felker, Deputy Clerk
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