Village of Homer Glen

Transcription

1 Village of Homer Glen South Founders Crossing Homer Glen, Illinois July 8, 2014 Board of Trustees Board Meeting Village Board Room South Founders Crossing Homer Glen, IL

2 A. CALL TO ORDER The meeting was called to order on July 8, 2014 by Mayor Jim Daley at 7:30 p.m. in the Village Board Room, S. Founders Crossing, Homer Glen. B. PLEDGE OF ALLEGIANCE TO THE FLAG C. ROLL CALL Present at 7:30 p.m. were Mayor Jim Daley, Trustees Mike Costa, Marcia DeVivo, Margaret Sabo, Sharon Sweas and George Yukich. All remained present throughout the meeting. Trustee Kagianas was not present. Also present on behalf of the Village were Village Clerk Gale Skrobuton, Village Manager Cameron Davis, Development Services Director Mike Salamowicz and Village Attorney Mark Sterk. A quorum was established. D. AMENDMENTS TO THE AGENDA Mayor Daley stated that Village Staff has informed him that Agenda Item H.2, Motion to Grant an Extension of the Existing Special Use for the Homer Glen Center (Phases I and II) at W. 143 rd Street in Homer Glen, Illinois for an Additional One (1) Year Period Beginning on August 8, 2014 and Continuing Through and Including August 8, 2014, will need to be tabled until the Board s July 22 nd meeting because the petitioner was unable to attend tonight s meeting. Trustee Sabo asked that discussion on the Special Use at the Konow Farm pertaining to Earth Day~Arbor Day be added to Old Business on the agenda. E. APPROVAL OF MINUTES 1. April 22, 2014 Special Board Meeting Trustee Costa made a motion to approve the Special Board Minutes of April 22, 2014; second by Trustee DeVivo. The Mayor asked the Clerk to call the Roll: Roll Call Vote: Ayes: (5) Trustees Costa, DeVivo, Sabo, Sweas and Yukich Abstained: (0) None The Mayor did not vote. Motion Carried. F. REPORTS AND COMMUNICATIONS FROM MAYOR AND OTHER OFFICERS 1. The Mayor reported on the items listed below.. Mayor Daley reported that the Meijer Gas Station and Convenience store is open for business. This past week the Mayor and Village staff again toured the much larger Meijer general merchandise store. The Mayor showed photos of the Meijer store as it was being stocked prior to the Grand Opening, including the pet supply area, clothing department, frozen food isle and produce area. All of Homer Glen is looking forward to the opening of this important new Meijer store which is a wonderful addition Village of Homer Glen Page 1

3 to the Homer Glen business community and will provide significant tax base diversification to the Village. On Tuesday, July 29 th, the Village has been invited to join Meijer and Store Manager Brian Danner for a ribbon cutting ceremony at 10 a.m. at this important grand opening celebration.. Later in tonight s meeting, under the Workshop portion of the agenda, Village Manager Davis will provide the Village Board with a copy and a verbal summary of the Draft Professional Services and Fee Proposal from Williams Architects regarding the remodeling of the Woodbine banquet facility and golf clubhouse into a new Village Hall. Village Board members have been asked to forward their questions, concerns or suggestions for improvements to the Agreement to Village Manager Davis. Mayor Daley stated that he has asked Manager Davis to place the Professional Services and Fee Proposal on a future Village Board agenda for actual consideration. A representative from Williams Architects will be available at the meeting on July 22 nd.. The Mayor thanked the Homer Township Highway Department staff and our Village staff for all the work they have done in response to the terrible storm that damaged many of our neighborhoods last week. The extra effort put forth by those involved in manning the phones and cleaning up the landscape debris created by the storm is greatly appreciated. The powerful storm that moved through Homer Glen did result in downed tree limbs and branches. As promised by Highway Commissioner DeVivo, the Homer Township Highway Department is removing brush from this storm that is placed out on the curb for collection. Residents are to contact the Highway Department at (708) to schedule their brush removal. This free program will expire at the end of the day on Monday, July 14 th.. There has been a lot of concern about the relocation of pickup at the post office. For the record, the Mayor read the following letter that was crafted for Postmaster Keith Sahs: Dear Postmaster Sahs: Greetings from the Village of Homer Glen! Recently, several Homer Glen residents have expressed their concern to me about a change that has been made at the Lockport Post Office. In the past, when a package could not be delivered to a Homer Glen resident, that resident drove to the Lockport Office Post Office to pick up said package. Now, apparently, a significant change has occurred. Homer Glen residents who travel to the Lockport Post Office to pick up a package are now told they have to drive to the Romeoville Post Office to pick up their package. This change has, I m sure you understand, caused significant inconvenience and concern to Homer Glen residents. The Romeoville Post Office is, as you know, considerably farther away (miles away) from a majority of Homer Glen residents than is the Lockport Post Office. For a community of almost 25,000 residents this is, again, a significant change and hardship. I would request your answers to the following questions. 1) Who ordered this change requiring Homer Glen residents to travel so much farther to the Romeoville Post Office for package collection? 2) How can this change be reversed and who is the exact person that Homer Glen residents can appeal to get this significant change reversed; and 3) What was the reason(s) for this significant change? I appreciate your response to the above questions. The Village has always had the utmost respect for the Lockport Post Office. I m confident that this problem can be resolved so that your postal customers in Homer Glen can be more effectively served. cc: Congressman Dan Lipinski Village of Homer Glen Trustees Respectfully, Village of Homer Glen Jim Daley, Mayor Village of Homer Glen Page 2

4 2. Trustees: a. Trustee Costa reported on the items listed below.. The Homer Community Festival was held on June 26 th thru June 29 th and was a very big success and we were fortunate to have beautiful weather. Trustee Costa thanked everyone who attended, local businesses who supported this event and all the volunteers.. Trustee Costa stated that he will not be able to attend the July 22nd Village Board meeting due to a business meeting. Mayor Daley stated that Trustee Kagianas also will not be able to attend the July 22 nd Board meeting. The Mayor commented that since two (2) Trustees will not be in attendance, he asked the Village Board if they would like to move the Workshop item for discussion with Mr. Ludwig regarding the Village s existing Woodbine Golf Course Management Agreement to the August 12 th Village Board meeting. The Mayor asked Village Manager Davis if this important Workshop item could be moved to the August 12 th Board meeting agenda. Manager Davis stated that he will contact Mr. Ludwig to see if he is available to attend the August 12 th Village Board meeting. b. Trustee Yukich reported on the item listed below.. The Homer Community Festival went very well. The bands provided a wide variety of music that was enjoyed by everyone in attendance, the carnival was great and our local food vendors served wonderful food. Trustee Costa thanked the Festival Committee and Highway Commissioner DeVivo and his staff for all their hard work in planning this event year after year. c. Trustee Sabo reported on the items listed below.. The Environment Committee is reviewing staff s work regarding the development of a tree replacement program for Village of Homer Glen Road right-of-ways. This will include replacement of ash trees and other trees deemed necessary for removal. The recommended tree list will be expanded to increase the number of suitable trees for the parkway plantings.. Trustee Sabo, on behalf of the Environment Committee, acknowledged the exceptional coverage of the June 20 th Stargazing Event at the Trantina Farm that was provided by the Homer Horizon and other newspapers. The next Stargazing Event will be held on October 17 th from 8 p.m. to 10 p.m.. The Community and Nature in Harmony Award deadline is July 25, People are encouraged to nominate an individual, business, group or community organization who has contributed to preservation, restoration or beautification of land within the Homer Glen community. Awards will be presented in September at a Village Board meeting. National Public Lands Day and Homer Glen Lands Day is Saturday, September 27 th. More information and an application for the Community and Nature in Harmony Awards can be found on the Village website, The second part of Homer Glen Lands Day is tree planting and more information will be available in the near future. d. Trustee Sweas reported on the item listed below.. The 7 th Annual Homer Harvest Days will be held on September 6 th and 7 th at the Trantina Farm on 151 st Street, east of Gougar Road. The event will feature food, live music, old-fashioned entertainment, children s activities, living history and pioneer demonstrations, a petting zoo, pony rides, antique tractors, and hay rides, as well as unique craft vendors. The Homer Harvest Days Village of Homer Glen Page 3

5 Committee is also seeking volunteers for this event. More information can be found on Applications, questions or requests for additional information for this event can be ed to e. Trustee DeVivo reported on the item listed below.. The dedication of the Erin Hills Park will be held on Saturday, July 19 th from 11:00 a.m. to 1:00 p.m. Everyone is invited to attend. 3. Treasurers Report No Report 4. Village Clerk No Report 5. Village Attorney No Report 6. Task Force Chairperson(s) No Report 7. Public Safety Officials No Report 8. Village Manager Davis reported on the items listed below.. Village Manager Davis stated that Yelana Bowes is ending her time as being a Staff Liaison to the Village s festivals. Manager Davis noted that a lot of staff members volunteer their time, but Yelana goes above and beyond when working on these events and he will be inviting Yelana Bowes to the July 22 nd Board Meeting to recognize her with an A.B.C.D. Staff Achievement Award for all the hard work she has done.. Village Manager Davis asked Chief Building Official Joe Baber to give an up-date on the RV storage and the letters the Village will be sending to our residents. Mr. Baber stated that at the last Board meeting he was given direction to enforce the Village s Boat, Trailer, RV Ordinance. He will be sending out a letter next week to the residents who are currently on the list from the survey the Village completed last fall, notifying them that they are currently not in compliance and will have until September 1 st to come into compliance with the Village s Boat, Trailer, RV Ordinance. Mr. Baber distributed a draft copy of the letter that will be sent out to the residents and asked the Village Board to forward any comments to him. Village Manager Davis stated that he will also be putting a copy of this letter in his weekly report.. Village Manager Davis asked Development Services Director Mike Salamowicz to report on a meeting that was held today on construction projects. Director Salamowicz reported that a preconstruction meeting for the 2014 Roadway Paving Program was held at the Homer Township Highway Department. Director Salamowicz stated that they are looking to start the neighborhood repaving program work at the end of this week or early next week in Glenview Walk or Cypress Pointe, both of which are Non-LOC subdivisions.. Village Manager Davis thanked Homer Glen residents for their patience during the recent power outages and with branch pickup and commended the Village staff for answering the overwhelming number of phone calls. Manager Davis commented that the he had daily calls with ComEd regarding their time table for restoring power and stated that the Village put up some signs in the community directing residents to the Village s website while the Highway Department s website was down and being worked on. Manager Davis stated that Commission DeVivo and his crews at the Highway Department are working on picking up all the tree branches and brush from the large number of homes in the community and it will take a significant amount of time to get to all of the homes. Village of Homer Glen Page 4

6 G. PUBLIC COMMENT 1. Dahna Betts, Lemont Road, stated that as a Trained Humane Investigator in the State of Illinois and an Animal Welfare Professional she has a lot of concerns about Homer Glen s proposed dog ordinance. Ms. Betts stated that she is not for or against it; however, she wonders if everyone really knows what they are doing. Ms. Betts questioned if the Village had brought Will County Animal Control into this issue and had asked them to investigate these dog attacks. Ms. Betts asked what the Village planned to do if a dog bit another dog or person and who would decide if it is unprovoked. Ms. Betts stated that she hopes the people who are working on this ordinance have some background in animal control. 2. John Kooi, Venetian Way, voiced his concern that one of his neighbor s home backs up to the creek in the Derby Meadows subdivision and recently more water is draining into his backyard. Mr. Kooi stated that the first crossing of the double culvert that runs west from Will-Cook Road is totally blocked up and the second culvert is half full of tree branches and rubbish which is blocking the flow of the water. Mr. Kooi asked if the Village could look at these blocked culverts. Mayor Daley asked Mike Salamowicz to look into this problem. Mr. Salamowicz stated that on Thursday he will be meeting with the company that does the maintenance for the Village and he will discuss the problem of the blocked culverts with them. 3. Ben Benson, 222 E. 9 th Street, Lockport, City of Lockport Administrator introduced Lockport Police Chief Terry Lemming. Mr. Benson spoke in regards to the funding request for a Lockport police officer being in the Lockport High School. In the spirit of intergovernmental relations, Mr. Benson thanked Mayor Daley, Manager Davis and Village Staff for putting this funding request in the Village s budget and for including their request on tonight s agenda for a vote. Mr. Benson stated that Lockport just passed a funding request with the City of Crest Hill who will be contributing about $5,000 to the program for a Public Safety School Liaison Officer. Mr. Benson stated that there were past IGA s in 2006 through 2010 and he believes that Homer Glen had contributed about $20,000-$25,000 during that period. Mr. Benson stated that the annual expenses for having an officer at the high school for that prorated nine (9) months is about $95,000 a year which previously was about ¼ of the expense. The City of Lockport works with the school and staff to determine a better percentage of population of students in the high school and they have found that to be about 15% of the $15,000 funding request from Homer Glen. Lockport Police Chief Lemming, 1212 Farrell Road, Lockport, stated that their officer s job at Lockport High School is to maintain a safe environment for all students, whether they are speeding in the parking lot or if there is any type of criminal activity. Chief Lemming stated that in an ideal world, he would rather not have to have a police officer in the school, but he knows it is vitally important to have an officer there in this day and age. Mayor Daley stated that residents from three (3) municipalities, Crest Hill, Homer Glen and Lockport, basically attend Lockport High School and the reason, at the time, for Homer Glen s decision to not contribute to employ the Police Liaison at the high school was because Crest Hill decided not to make the contribution and our Village Board felt it was unfair that not all of the municipalities were contributing. 4. Jean Olszewski, W. Beaver Den Trail, distributed information to the Village Board about people who been killed by pit bull type dogs in the last year. Ms. Olszewski stated that she believes fighting dogs have been bred as fighting dogs and she asked the Village Board to pass an ordinance prohibiting dangerous and vicious dogs in Homer Glen. Village of Homer Glen Page 5

7 H. LEGISLATION AND ACTION ITEMS 1. Motion to Approve the City of Lockport s Request for a Contribution of $15, from the Village of Homer Glen to Support the Cost to Employ the Public Safety School Liaison Officer at Lockport Township High School in Trustee DeVivo made a motion to approve the City of Lockport s request for a School Liaison Officer Program contribution; second by Trustee Yukich. Mayor Daley stated that he agrees with Lockport Police Chief Lemming that this country has gotten into a situation where armed police officers have to be in the schools. The Mayor stated that Lockport High School is an extremely large school and he believes it definitely warrants having a police officer at the school. The Mayor noted that the Village of Homer Glen did participate in this program for quite some time and it was established prior to his administration; however, when the Village of Crest Hill decided not to pay their fair share some years ago, Homer Glen s Village Board decided not to contribute to the program. The Mayor stated that he believes Lockport s Police Department has established a good program in determining which portion of the funding would be Homer Glen s. Mayor Daley commented that, in his opinion, donating $15,000 to help pay for an armed officer at the high school is well worth the money. Trustee Yukich asked why Lockport High School and Lockport s Police Department have not asked Homer Township and Lockport Township to make a contribution to employ the liaison officer for Lockport High School. This would help cover the cost for students who live in the unincorporated areas. Trustee Yukich noted that most of our property tax bill goes to the schools and he asked why the high school doesn t cover the entire cost of employing the police officer. Trustee Yukich stated Homer Glen residents are paying these high property taxes to send our children to good schools with good teachers and to be safe, but at this time he would not support the Village making a contribution and clarified that he is not voting against the $15,000.00, but the principle behind it. Trustee Costa stated that he agrees that having a police officer at the high school is an advantage to the students. Homer Glen residents pay more than 80% of their property tax bill to the school districts and he also believes that the school should pay the entire cost of the police officer. Trustee Sweas stated that she believes having a police officer at the high school is a necessity, but she does not understand why the cost isn t put into the school s budget and the school district pay the entire cost. Trustee DeVivo stated that she believes it is imperative that we have a police officer at the high school because of all the public safety incidents that have been happening across the country. Trustee DeVivo asked if the police officer would still be at the high school and whether the City of Lockport would have to cover the additional cost for this officer if Homer Glen s Village Board chooses not to contribute to this program. Mr. Benson clarified that Lockport High School District 205 has another police officer in the school that they fully pay for, as well as the 50% they pay for the Lockport officer. If Homer Glen s Village Board decides not to make a contribution for the public safety officer at the high school, the City of Lockport will bear the burden of the officer s salary. Mr. Benson stated that he did receive a $5,000 contribution from the City of Crest Hill and commented that he had not thought about contacting the Townships for a contribution, but he will be approaching the townships next. Mr. Benson clarified that he is asking for a contribution to be given to the City of Lockport to help pay for the officer s salary and not a contribution to the high school. Trustee Yukich stated that he does not believe it is fair for the City of Lockport to pay the bill, but if they are going to charge for the police officer, every government entity should contribute, all of the municipalities and townships. Village of Homer Glen Page 6

8 Mayor Daley suggested that the Village Board give Administrator Benson time to contact Homer Township and Lockport Township about making a contribution and asked for a motion to table this item. Mr. Benson asked the Board if they would be willing to contribute if Lockport was able to secure donations from the townships. The Village Board consensus was yes. Trustee Costa made a motion to table this agenda item; second by Trustee Yukich. The Mayor asked the Clerk to call the Roll: Roll Call Vote: Ayes: (5) Trustees Costa, DeVivo, Sabo, Sweas and Yukich Abstained: (0) None The Mayor did not vote. Motion Carried. 2. Motion to Grant an Extension of the Existing Special Use for the Homer Glen Center (Phases I and II) at W. 143 rd Street in Homer Glen, Illinois for an Additional One (1) Year Period Beginning on August 8, 2014 and Continuing Through and Including August 8, This Agenda Item was tabled. 3. Motion to Approve a Contribution of $ to the Non-Profit South Suburban Housing Center to Assist in their Implementation of the 2014 Fair Housing Enforcement, Homeownership Preservation and Housing Counseling Program. Trustee Costa made a motion to approve the contribution; second by Trustee Yukich. Trustee Sweas commented that Will County Center for Community Concerns will be coming before the Village Board at the next meeting with a contribution request. Trustee Sweas stated that this organization provided Homer Glen residents with direct client assistance of at least $36, in 2013 utilizing over 60 services. Trustee Sweas stated that she believes the Village should take this $ and contribute it to the Will County Center for Community Concerns because they give direct assistance to our residents. Trustee Sweas stated that the South Suburban Housing Center (SSHC) does provide similar services; however, information provided by the SSHC says that they provide assistance with mortgages and give funds directly to families in eligible communities. Trustee Sabo stated that we don t even know if residents of Homer Glen are eligible because information provided by the SSHC shows municipalities who have contributed to the SSHC include Richton Park, Sauk Village, University Park, South Holland and Flossmoor, which are not Homer Glen s neighboring communities. Manager Davis stated that he agrees that both good organizations provide excellent services; however, Homer Glen is in the service area of the South Suburban Housing Center and we have never promoted this organization because we are not a contributing member and they have never promoted themselves heavily in this area. Manager Davis stated that he believes what the SSHC is trying to broaden their outreach and they admit that they do not have a lot of municipalities who contribute to their organization. Manager Davis stated that the Administration and Finance Committee has asked for additional information about the Will County Center for Community Concerns and he believes that this will be going back to the Committee later this month for further discussion and consideration. Trustee Costa stated that he believes that any time the Village can offer Homer Glen residents these types of services for $ it is a good idea and he believes he will support both organization as it gives our Village of Homer Glen Page 7

9 residents two (2) options to try and get help in their time of need. Trustee Costa asked if the contribution request from the South Suburban Housing Center would come up once a year. Manager Davis stated that it would be a yearly request and what the Village is trying to do with the new website is to provide one (1) page that would be easily accessible with information about housing programs for people who might have fallen on hard times. Manager Davis stated that whether the Village is a member or not, he believes we should put the information on the Village s website for people to see. The Mayor asked the Clerk to call the Roll: Roll Call Vote: Ayes: (3) Trustees Costa, DeVivo and Yukich Nays: (2) Trustees Sabo and Sweas Abstained: (0) None The Mayor voted Aye. Motion Carried. 4. Motion to Accept the Proposal and Approve the Contract with Copenhaver Construction, Gilberts, IL for Phase Two of the 2014 Homer Glen Works! Stormwater Drainage Improvement Program, in the Amount of $297, Trustee Costa made a motion to accept the Proposal and approve the Contract; second by Trustee Sweas. Trustee Sabo noted that on Page 4 it says that this Stormwater Drainage Improvement Program will be paid with funds from the CIP Bond Funds and asked if the Village would be taking funds from the Bond Fund or the Capital Improvement Project Fund. Manager Davis clarified that this is for Stormwater Improvements and will taken out of the Bond Fund and is budgeted. The Mayor asked the Clerk to call the Roll: Roll Call Vote: Ayes: (5) Trustees Costa, DeVivo, Sabo, Sweas and Yukich Abstained: (0) None The Mayor did not vote. Motion Carried. 5. Motion to Recommend Approval of the Proposal from H.R. Green for Construction Engineering Services Related to Phase Two of the 2014 Homer Glen Works! Stormwater Drainage Improvement Program, in the Amount of $22, Trustee Yukich made a motion to approve the Proposal; second by Trustee Costa. The Mayor asked the Clerk to call the Roll: Roll Call Vote: Ayes: (5) Trustees Costa, DeVivo, Sabo, Sweas and Yukich Abstained: (0) None Absent: (1) Kagianas The Mayor did not vote. Motion Carried. Village of Homer Glen Page 8

10 I. WORKSHOP ITEM 1. Discussion Regarding Proposed Amendments to Ordinance No , An Ordinance Regulating the Control of Animals. (Dog Ordinance) Mayor Daley asked Village Attorney Sterk explain the Draft Ordinance and answer any questions from the Board. Attorney Sterk stated that a memo was prepared and sent to the Village Board that summarizes the amendments to the Dog Ordinance. Currently, whether a dog is a dangerous or vicious dog is determined by Will County Animal Control. Attorney Sterk stated that due to the recent dog attack in Homer Glen, he was directed to prepare an ordinance so that the Village could take over the function of determining if a dog was dangerous or vicious. Attorney Sterk stated that the definition of a dangerous or vicious dog, and how that definition is determined, is taken from the Will County Ordinance. Attorney Sterk that the version of the ordinance he presented to the Village Board is not for adoption, but only for discussion, and bans both dangerous and vicious dogs. Attorney Sterk stated that, to his knowledge, no other municipality bans dangerous dogs; however, a lot of towns do ban vicious dogs, and in his opinion, that would be worth consideration by the Village Board. Attorney Sterk noted that he has also included an explanation of the confinement and restrictions that are on a dangerous dog when the dog is off the property. Trustee Costa asked for clarification of language on pages 3 and 4 that refers to the number of complaints made against a dog that is deemed to be dangerous and at what point is the dog automatically considered a vicious dog? Attorney Sterk clarified that if someone complains that they were challenged by a dog, not bitten, the Village Manager or the designee, as included in the proposed amended ordinance, would have to conduct a hearing and after the third time the dog presented a challenge or threat to someone, and hearings were held, the dog would then be determined to be a vicious dog. Trustee Yukich stated that he believes Will County Animal Control should determine if a dog is dangerous or vicious and not the Village Manager. Trustee Yukich questioned whether the Village could ban a specific dog, and not the breed, if Will County Animal Control determined that it was dangerous or vicious. Attorney Sterk stated that, unless the law has recently changed, you cannot put a ban on specific breeds of dogs; however, the Village can ban an individual dog if it is determined to be dangerous or vicious. Attorney Sterk suggested that the Village Board could amend the ordinance saying that if Will County Animal Control determines the dog to be dangerous, there are confinement requirements and if they determine the dog to be vicious, then the dog has to be removed from the home. Trustee Costa stated that if we are going to rely on Will County Animal Control to determine if a dog is dangerous or vicious and then have an ordinance in place that backs up what we would like to see in Homer Glen for a dangerous or vicious dog, then he believes we will have to meet with Will County Animal Control to find out how they determine the circumstances of a dog attack. Mayor Daley recommended that we invite Will County Animal Control to a future Board meeting and ask them to explain how they determine if a dog is dangerous or vicious so the Village Board can have a better understanding of Will County s ordinance. Trustee DeVivo started that she would like Will County Animal Control to explain how they dispose of a dog that is deemed dangerous or vicious. Trustee Sweas suggested that the Village Board amend the ordinance to increase the fines related to dangerous and vicious dogs. Village of Homer Glen Page 9

11 Trustee Sabo stated that she agrees that the Village should let Will County Animal Control handle this very sensitive issue and we have to be careful that we put the decisions about dogs into the hands of the authorities and people who have experience with these issues. 2. Presentation from Village Staff on Draft Professional Services and Fee Proposal for Williams Architects Related to the Remodeling of Woodbine Building into New Village Hall and Sheriff s Department Sub-station. Manager Davis stated that in his presentation the Village Board will be seeing a Draft Proposal for the first time and while Mr. Bushhouse, President of Williams Architects, was not able to attend tonight s Village Board meeting, Manager Davis stated that he wanted to get the Draft Proposal to the Village Board so they could begin to look at the Professional Services Agreement. Manager Davis noted that Williams Architects President, Mark Bushhouse, will be in attendance at the next Village Board meeting. The Village Board may be able to approve a proposal at the next Village Board meeting, or there may be additional changes that are needed, either way, the Board can have a conversation with Williams Architects at the next meeting. Manager Davis stated that William Architects has started to do some work on their own, even before signing a final agreement with the Village. They are busy measuring the existing Village Hall and Woodbine building. Manager Davis noted that the agreement was drafted by Williams Architects and includes a number of changes that he personally made, based on his experience with previous municipal renovation projects. Manager Davis stated that most of his changes deal with increasing the number of times Village staff will be meeting with Williams Architects, as he has found over the years that you never have enough meetings in the base Professional Services Agreement. Manager Davis stated that the Draft Proposal includes prices for the architect firm s services and he noted that their prices have been adjusted from the first Draft Proposal that was submitted. Manager Davis stated that he continues to work with Williams Architects on further adjustments to pricing. Manager Davis gave a power point presentation that summarized what the Draft Proposal including the following: 1. Project Understanding:. Project is for the new Village Hall and Sheriff s substation to be built in the renovated Woodbine golf clubhouse and banquet facility.. No addition to the existing facility is expected.. The Village expects to use this facility as the Village Hall for some time, but the building may also be repurposed for another public Village use in the distant future.. The goal is to begin remodeling construction once the Village takes possession of the building in January LEED certification is not a goal for this facility. 2. Services to be Provided:. Existing Conditions Review. Needs Assessment. Conceptual Planning. Schematic Design. Design Development. Construction Documents Village of Homer Glen Page 10

12 . Bidding. Construction Administration. Services that will cost extra or are owner-supplied services Manager Davis stated that Williams Architects have developed a customized feedback questionnaire and he asked the Village Board if they wanted to receive the questionnaire. Mayor Daley asked the Village Board if they would like to receive the feedback questionnaire. The Board agreed that they would like to receive a copy of the questionnaire to provide feedback to the architect. Trustee Costa noted that Williams Architects is scheduling twenty (20) or thirty (30) meetings, all of which involve Village staff, all the way from 50% to 90% of planning and budgeting. Trustee Costa stated that he believes the only time the Village Board is going to see what was discussed at these meetings is when there is a plan. Trustee Costa commented that, from looking at the Draft Proposal, is seems like the Village staff is going to design the Village Hall and then bring the plans back to the Board to be reviewed and modified. Manager Davis stated that if the Village Board wants to keep hands on involvement in the Village Hall office space planning process, the Draft Proposal will need to be revised. Manager Davis stated that the intention is to bring multiple choices to the Board for consideration after the Staff Committee works with Williams to design those choices. Trustee Sweas asked if the Village Board could be given a list of the meeting dates and a list of what will be discussed at each of these Staff Committee meetings so the Trustees could attend the meetings if they were interested in what was being discussed. Manager Davis stated that he could provide the list, but noted that if more than two (2) elected officials want to attend, it will be considered a Special Village Board Meeting and an agenda will need to be posted. Manager Davis stated that after Williams Architects completes the reviews, the questionnaires, the discussions, the measuring and the one-on-one conversations with Village staff about their needs, they will put together a plan that will tell us how much space is needed at the Village Hall for staff members and for future growth. The Village Board will then be able to see how much space remains in the building for potential other uses and can meet with the architects to discuss the layout and plans and share their ideas and recommendations for all of the public areas of the building. Manager Davis stated that the goal is to include, and not exclude, the elected officials. Trustee Yukich stated that he would like to be involved in the planning for the new Village Hall office space and attend the meetings with Village staff. Manager Davis stated that Williams Architects has provided a list of services that cost extra or are owner supplied. Staff is recommending that the Village includes the following additional services in the final document.. Record drawing done on CAD based upon contractor provided mark-ups and other project information.. Providing work associated with change orders that are not as a result of an error and/or omission of the architect or architect s consultants.. Design of phone, computer, radio and other low voltage wiring systems, including fire alarm system.. Cost estimating.. Interior design and furniture inventory and design. Village of Homer Glen Page 11

13 . Materials testing.. Not built-in equipment testing. Manager Davis stated that when Williams Architects gave us their original estimates they showed a base fee percentage of 7.4%-7.9% and have settled on 7.8% of the construction costs. The Village has budgeted $2.2 million for the Village Hall remodeling project and Williams Architects is asking for a minimum basic service fee of $170,000, which is actually a little less than 7.8%. Manager Davis asked the Village Board to review the Draft Proposal and forward any questions or concerns to him before the next Board meeting. J. OLD BUSINESS 1. Special Use at the Konow Farm pertaining to Earth Day~Arbor Day. Trustee Sabo stated that Earth Day~Arbor Day is an annual event that is held in May at the Konow Farm and Walter Konow is requesting that Earth Day~Arbor Day not be considered by the Village of Homer Glen as one of his special events. Trustee Sabo asked if the Village Board agreed that Earth Day~Arbor Day should be considered as one of Mr. Konow s special events. Manager Davis stated that everyone is allowed two (2) special events in the Village and historically Earth Day~Arbor Day has just been considered Mr. Konow s first special event of the year. Manager Davis asked if the Village Board would prefer that Earth Day~Arbor Day not be charged against Mr. Konow for his special event limitation. Manager Davis noted that Mr. Konow has an event scheduled for later this month that he intended to come before the Village Board and ask for a variance to allow three (3) special events for the year. If the Village Board decided not to include Earth Day~Arbor Day as one of the special events, then Mr. Konow will not have to request a variance later this month. Manager Davis noted that Mr. Konow is currently going through a PUD process to allow him to hold multiple events and obtain a liquor license. The Village Board agreed that Village sponsored Earth Day~Arbor Day should be removed as a special event for Mr. Konow. K. NEW BUSINESS There was no New Business. L. EXECUTIVE SESSION Trustee Yukich made a motion to go into Executive Session for the purpose of reviewing Executive Session Minutes; second by Trustee Sabo. Voice Vote: All in favor: (5) Trustees DeVivo, Costa, Sabo, Sweas and Yukich Motion carried. The Village Board recessed to Executive Session at 9:09 p.m. Trustee Costa made a motion to adjourn Executive Session and reconvene the Board Meeting; second by Trustee Sabo. The Mayor asked the Clerk to call the Roll: Roll Call Vote: Ayes: (5) Trustees Costa, DeVivo, Sabo, Sweas and Yukich Village of Homer Glen Page 12

14 Abstained: (0) None The Mayor did not vote. Motion Carried. Executive Session was adjourned at 9:15 p.m. Trustee Sabo made a motion to approve and release the Executive Session Minutes from June 11, 2013, October 22, 2013, November 12, 2013, November 26, 2013 and December 10, 2013; second by Trustee Yukich. The Mayor asked the Clerk to call the Roll: Roll Call Vote: Ayes: (5) Trustees Costa, DeVivo, Sabo, Sweas and Yukich Abstained: (0) None The Mayor did not vote. Motion Carried. N. ADJOURNMENT Trustee Costa made a motion to adjourn the meeting; second by Trustee Sabo. Voice Vote: All in favor: (5) Trustees DeVivo, Costa, Sabo, Sweas and Yukich Motion carried. The meeting was adjourned at 9:21 p.m. Gale Skrobuton, Village Clerk Approved at the Board of Trustees Meeting dated October 8, 2014 Village of Homer Glen Page 13