Village of Montgomery Village Board met Nov. 9.
Here is the minutes provided by the board:
President Brolley called the meeting to order at 7:03 p.m.
Roll Call
Trustee Gier Yea Trustee Betsinger Yea
Trustee Sperling Yea Trustee Jungermann Yea
Trustee Lee Yea Trustee Marecek Yea
Also present: Senior Planner Jerad Chipman, Attorney Laura Julien, Director of Public Works Mark Wolf, Director of Finance Justin VanVooren, Director of Community Development Rich Young, Engineer Peter Wallers, Chief of Police Phillip Smith, Clerk Penny Fitzpatrick, Members of the Press and others.
President Brolley advised that the Board Meeting was being held both in person and remotely due to the Governor’s Executive Order regarding open meetings in response to the global pandemic. Trustee Sperling and Engineer Wallers were present for the meeting via video conference.
Public Participation
A. Public Comments.
President Brolley inquired and Director Young shared that no Public Comments were submitted for the meeting.
Consent Agenda
A. Minutes of the Village Board Meeting of October 26, 2020.
B. Executive Session Minutes of October 26, 2020.
C. Building Report for October 2020.
D. Accounts Receivable Report for October 2020.
E. Refuse and Recycling Report for September 2020.
F. Accounts Payable through November 5, 2020 in the Amount of $347,793.88.
G. Cancelation of the November Committee of the Whole Meeting. Trustee Jungermann moved to approve Items A-G on the Consent Agenda.
Trustee Marecek seconded this motion.
6 Yea. 0 No. Motion carried. Trustee Jungermann, Trustee Marecek, Trustee Betsinger, Trustee Gier, Trustee Sperling and Trustee Lee voting yea.
Items for Separate Action
A. Agreement with Williams Architects for Design and Consulting Services for a New Public Works Building.
Director VanVooren summarized the agreement for Design and Consulting Services for a New Public Works Building and noted staff had negotiated this contract to include a base building with three alternate parking/storage options. He further discussed the building’s square footage and projected architectural costs for design development, schematic design, multiple alternate plan sets, construction documents and bidding that would apply to this project. Director VanVooren also shared that the additional consulting service fees listed included landscaping, low voltage interior design and construction management services.
President Brolley inquired and Architect Mark Bushhouse explained what the fees were for the base building design and alternate parking/storage design options, and noted whether the geotechnical and civil engineering site fees were included in this agreement. Trustees Betsinger, Marecek and Lee questioned what the short and long term needs for enclosed garage versus covered parking storage options were, what the approximate construction manager fee versus the total project cost would be, and whether the construction manager would oversee the entire building project, with Engineering Enterprises, Inc. handling the civil engineering work outside of the building. Trustee Sperling further inquired and Director VanVooren explained when the design and consulting service fees would be paid for in the 2021 and 2022 Fiscal Year Budgets, how and when the debt for the project would be issued, and when a construction manager would be hired.
Trustee Jungermann asked and Director VanVooren explained how Capital Improvement and General Fund Reserves would be utilized for the project and when existing debt would be refinanced in order to take advantage of interest rate savings. Trustee Lee asked and Directors VanVooren and Wolf discussed how much the overall bonds and architectural fees would be for the project and explained that the fees had been researched and confirmed to be comparable with other Public Works facility projects. President Brolley noted Williams Architects was highly recommended for their services, and he shared he was pleased with the Space Needs Analysis Study they had provided. He further noted both Directors Wolf and VanVooren would be carefully monitoring the project to determine if any alternate plans would not be needed and if any project savings could be realized. Trustee Jungermann noted he was comfortable with the agreement.
Director VanVooren shared that staff recommended approval of the agreement, subject to attorney review. Trustee Betsinger inquired and Director VanVooren further explained the process and expected timetable to choose a construction manager or general contractor for the project. He noted when the proposals would be accepted and reviewed by staff, when construction managers would be interviewed in December and when contract recommendations would be expected to come back to the Board for discussion and action in January.
Trustee Gier moved to approve the Agreement with Williams Architects for Design and Consulting Services for a New Public Works Building Subject to Attorney Review. Trustee Marecek seconded this motion.
6 Yea. 0 No. Motion carried. Trustee Gier, Trustee Sperling, Trustee Lee, Trustee Jungermann, Trustee Marecek and Trustee Betsinger voting yea.
B. 2020 Tax Levy Announcement.
Director VanVooren summarized this item and outlined the 2020 Tax Levy increases staff had recommended. Trustee Jungermann thanked Director VanVooren for his presentation and requested that only the increases for new growth be applied this year. Trustee Gier complimented staff and the Board for minimizing operating costs, but shared concerns with freezing a portion of the tax levy for another year. He cautioned that this revenue was needed to cover salary expenses, address community growth and provide for the services needed by residents. Trustee Lee inquired and Director VanVooren noted what the estimated per household and business tax increase amounts would be and explained what overall amount of tax revenue had been frozen over the last seven years.
After discussion, President Brolley expressed support to freeze a portion of the tax levy for an eighth year and suggested this item be revisited annually to ensure that expenses were properly being addressed. Director VanVooren shared that a Public Hearing and request for approval would take place for this item at future meetings in November and December. President Brolley noted that no action would be taken on this item this evening and the 2020 Tax Levy would come back for approval at a future meeting.
C. Waiver of Bid and Purchase of GMC 3500 from Coffman Truck Sales (Tabled from the October 28, 2020 Village Board Meeting). Director Wolf noted this item was tabled from the last meeting and addressed the replacement of a Public Works vehicle from Coffman Truck Sales. He shared that competitive pricing had been researched and confirmed, and he requested Board approval for this waiver of bid and truck purchase. Trustee Jungermann inquired and Director Wolf clarified that the total vehicle and upfitting costs would come in under budget and the upfitting request for the truck would be separately addressed and approved.
Trustee Betsinger moved to approve the Waiver of Bid and Purchase of GMC 3500 from Coffman Truck Sales (Tabled from the October 28, 2020 Village Board Meeting). Trustee Marecek seconded this motion.
6 Yea. 0 No. Motion carried. Trustee Betsinger, Trustee Gier, Trustee Sperling, Trustee Lee, Trustee Jungermann and Trustee Marecek voting yea.
D. Waiver of Bid and Award of a Contract for Public Works Vehicle Upfitting.
Director Wolf explained that this specialized equipment would be installed and upfitted onto the GMC 3500 Truck previously discussed and would be utilized by the Public Works Department for a variety of applications. He noted staff recommended that this custom build be completed by Sauber Manufacturing Company, which specializes in this kind of work for municipalities and utility agencies. Trustee Marecek inquired and Director Wolf noted he would advise the Board on when this vehicle could be expected to be purchased, scheduled for upfitting and delivered for use.
Trustee Jungermann moved to approve the Waiver of Bid and Award of a Contract for Public Works Vehicle Upfitting. Trustee Gier seconded this motion.
6 Yea. 0 No. Motion carried. Trustee Jungermann, Trustee Marecek, Trustee Betsinger, Trustee Gier, Trustee Sperling and Trustee Lee voting yea.
E. 2021 Landscape Maintenance Services Contract Extension with Cornerstone Partners (Tabled from the October 28, 2020 Village Board Meeting).
President Brolley noted the 2021 Landscape Maintenance Services Contract Extension had been tabled from the last discussion. Trustee Jungermann asked and Director Wolf noted this contract was bid out last year and included two one-year contract extensions. He shared Staff would be bidding this project out again next year in order to secure more competitive bids, and he advised that Cornerstone Partners had provided reliable service for this work. Director Wolf requested approval for this contract extension.
Trustee Jungermann moved to approve the 2021 Landscape Maintenance Services Contract Extension with Cornerstone Partners (Tabled from the October 28, 2020 Village Board Meeting). Trustee Gier seconded this motion.
6 Yea. 0 No. Motion carried. Trustee Jungermann, Trustee Marecek, Trustee Betsinger, Trustee Gier, Trustee Sperling and Trustee Lee voting yea.
Items for Discussion
There were no Items for Discussion shared for the meeting.
New or Unfinished Business
President Brolley noted that future Board meetings would likely be conducted in hybrid or fully remote format utilizing zoom video conferencing in response to tightening pandemic regulations. He thanked Administrator Zoephel, Senior Planner Chipman and the IT Department for improving the AV Sound System being utilized during meetings so that all attendees could effectively hear the discussion and participate in the Board meetings. Trustee Gier noted a correction to the Future Meetings schedule and shared that the Beautification Committee meeting on November 18th would be a regular meeting. He advised that the Holiday Decorations Contest Judging would instead take place on Wednesday, December 9th.
Future Meetings
A. Committee of the Whole Meeting – Tuesday, November 17, 2020 at 7:00 p.m. (Canceled).
B. Beautification Committee – Wednesday, November 18, 2020 at 6:00 p.m. (Regular Meeting, not Contest Judging).
C. Intergovernmental Committee Meeting – Monday, November 23, 2020 (Canceled).
D. Village Board Meeting – Monday, November 23, 2020 at 7:00 p.m.
Executive Session: None
Adjournment: 8:00 p.m.
Seeking no further business to come before the Board, it was moved by Trustee Jungermann and seconded by Trustee Marecek to adjourn the meeting.
6 Yea. 0 No. Motion carried. Trustee Jungermann, Trustee Marecek, Trustee Betsinger, Trustee Gier, Trustee Sperling and Trustee Lee voting yea.
https://ci.montgomery.il.us/AgendaCenter/ViewFile/Agenda/_11232020-482
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