Village of Algonquin Committee of the Whole met Sept. 13.
Here are the minutes provided by the committee:
AGENDA ITEM 1: Roll Call to Establish a Quorum
Trustee Dianis, Chairperson, called the Committee of the Whole meeting to order at 7:30 p.m.
Present: Trustees Jerry Glogowski, John Spella, Laura Brehmer, Maggie Auger, Brian Dianis, Robert Smith and President Debby Sosine.
A quorum was established
Staff Members Present: Village Manager, Tim Schloneger; Public Works Director, Bob Mitchard; Recreation Superintendent, Katie Gock; Special Event and Marketing Supervisor, Stacey VanEnkevort; Deputy Police Chief, Ryan Markham; Village Clerk, Fred Martin; and Village Attorney, Kelly Cahill.
AGENDA ITEM 2: Public Comment
None
AGENDA ITEM 3: Community Development
Mr. Schloneger:
A. Consider a Special Event Permit for the Algonquin Aces Fall Fling Tournament, October 1 and 2, 2022 at Algonquin Lakes Park
Tony Minasola, on behalf of Algonquin Aces, is seeking approval of a Public Event/Entertainment License for the Algonquin Aces Fall Fling Tournament on October 1st and 2nd.
This is a non-profit event that will be held for the Girls Fast Pitch Softball Tournament at Algonquin Lakes Park at 1401 Compton Drive in Algonquin. In addition to requesting approval of a Public Event/Entertainment License, the applicant is also requested waste removal Saturday and Sunday and mowing of the fields before the tournament.
RECOMMENDATION:
Staff has reviewed the request and recommends approval with the following conditions outlined below:
• Village Police officers and other officials shall have free access to the event at all times to ensure that the event is in compliance with the Municipal Code;
• All garbage/debris from the event shall be deposited in on-site trash bins by the event coordinator;
• Any on-site food trucks will need to apply for a separate permit through the Village of Algonquin;
• Any temporary tents or structures shall be properly weighted or tied down in accordance with manufacturers’ instructions. No cooking under tents unless the tent is certified for such use. In the event of unfavorable weather conditions, any temporary tents or structures shall be vacated and removed, and no temporary tent or structure shall be used for shelter.
• The event coordinator is responsible for suspending or canceling the event in case of structural concerns, electrical malfunctions, or storms that may include wind in excess of 40 mph, lightning, tornado warnings, unruly crowds, or any other issues that may pose a risk or danger to the public.
• The applicant shall abide by all provisions of the Algonquin Municipal Code with specific attention to the Public Event/Entertainment section along with all provisions/requirements of the Public Event / Entertainment License Application checklist and the application provided.
It is the consensus of the Committee to move this on to the Village Board for approval.
B. Consider a Resolution Accepting the Donation of Square Barn Road Right-of-Way and Utility Easement from School District 158
When the School District 158 Square Barn Road Campus was constructed in 2003, the Right-of-Way for the western half of Square Barn Road was never dedicated to the Village of Algonquin and the associated Public Utility and Village Utility Easements were never granted. The School District 158 and Village Staff have agreed that it is in the best interest to complete the dedication of Right-of-Way and the granting of the easements as this was intended to have been completed in 2003. Without the dedication, improvements to Square Barn Road and the construction of the Westview Crossing Subdivision could be impacted and quite likely delayed.
RECOMMENDATION:
Staff recommends that the Village Board approve a Resolution authorizing the acceptance of a donation of Right-of-Way from School District 158 and also the granting of a Village Utility Easement along Square Barn Road.
It is the consensus of the Committee to move this on to the Village Board for approval.
AGENDA ITEM 4: General Administration
A. Consider Amending the 2022-2023 Village Merit Compensation Plan
Mr. Schloneger:
According to Section 2.3.2 of the Village Policy Manual, on an annual basis in the early spring staff provides the Village Board our recommendations for the upcoming fiscal year Merit Compensation Plan. However, periodically the Village has a need to adjust this document mid-year by making changes that are in the best interest of the Village.
After reviewing internal and external equity and salary data of comparable communities, Todd Walker, HR Director is recommending the following changes:
1. We changed a title to reflect different responsibilities:
a. Grade 16: change “Engineer-Asst. PW Director” to “Village Engineer”
2. We moved two positions up in grade to reflect responsibilities and comparable agencies: a. Innovation and Technology Officer I (Grade 8 to Grade 9)
b. Accounting Manager (Grade 10 to Grade 11)
3. We added new titles:
a. Senior Accountant at a Grade 10.
b. Ecologist/Horticulturist (Public Works) at a Grade 10.
It is the consensus of the Committee to move this on to the Village Board for approval.
B. Consider an Amendment to the Metropolitan Alliance of Police Algonquin Officers Chapter 78 Collective Bargaining Agreement
This item was tabled
C. Consider the Trick or Treat and a Movie Special Event on Saturday, October 22, 2022 Ms. Gock:
The Recreation Department is preparing for the second annual trick or treat and movie in downtown Algonquin. The event is scheduled for Saturday, October 22 including trick or treating from 5:00-6:30p, following an outdoor showing of the Addams Family 2 will at Towne Park. In an effort to provide the safest possible experience the event was moved to Saturday and the street will be closed to traffic. The event encourages downtown businesses to participate by handing out candy for trick or treaters. Table spaces are also reserved for sponsors that support the event to participate. In addition, there will be free pumpkin painting, and new this year a haunted house maze.
Pursuant to the Algonquin Municipal Code section 31.04, Recreation staff, with Police recommendation is requesting approval to close South Main Street (between Algonquin Road and Washington Street) during the hours of 2:00pm until the conclusion of the event approximately 8:00pm, as needed for the event. Pursuant to Section 31.04 of the Municipal Code, the Village Board must approve any public events in the Village, including concerts and musical performances.
It is the consensus of the Committee to move this on to the Village Board for approval.
D. Consider Miracle on Main Event on Saturday, December 3, 2022
Ms. VanEnkevort:
The Recreation Department is preparing for Miracle on Main, which includes the tree lighting on The Plaza (2 S. Main Street) in old town Algonquin on Saturday, December 3, 2022 from 5:00-7:00pm. The event will include the lighting of the Village Tree, Santa arrival, high school choirs, live music, live reindeer, ice sculptor, roaming entertainment, and vendor/sponsor booths. Downtown businesses are invited to participate in open houses inviting event attendees into their businesses and restaurants provide quick meals or discounts to encourage visitors to enjoy downtown district.
Pursuant to the Algonquin Municipal Code section 31.04, Recreation staff, with Police recommendation is requesting approval to close South Main Street (between Algonquin Road and Washington Street) during the hours of 2:00pm until the conclusion of the event approximately 8:00pm, as needed for the event.
It is the consensus of the Committee to move this on to the Village Board for approval.
AGENDA ITEM 5: Public Works & Safety
Mr. Mitchard:
A. Consider an Agreement with Christopher Burke Engineering for the Towne Park/Crystal Creek 16” Water Main Crossing Project Engineering Services
Tim, attached is a proposal from Christopher B. Burke Engineering in a not-to-exceed amount of $57,315.00 for engineering services to place a section of 16-inch water main under the creek bed of Crystal Creek, just east of the Rte 31 off-ramp of the Western Bypass in Towne Park.
The Village was unsuccessful several years ago in boring under the creek to install this short section of main, and ultimately abandoned the project until we could arrange to open cut the creek. The 16-inch water main is stubbed under the bypass on the south side of the creek, and stubbed to a point in Towne Park on the north side of the creek. The project will connect these two dead end pipes with a section of pipe installed in a casing that will be set in an excavated trench below the creek bed. To accomplish this work, the creek will have to be dewatered within a cofferdam and the flow of the creek will need to be bypassed pumped around the dewatered section in order to implement the work.
The engineering work is unbudgeted in the current fy22/23 budget, but the project is being pushed forward in order to complete this work pre-emptively, providing for a timely completion of the Towne Park renovations that are currently in design. The design is pretty straight forward for the pipe installation, typically including topographic survey, geotechnical work, etc., but the permitting is pretty involved to do an excavation through the creek, including permits from the Army Corps of Engineers, the Illinois Department of Natural Resources and the Illinois EPA.
Therefore, it is our recommendation that COTW take the necessary action to move this project on to the full Board to approve a contract with CBBEL, Inc in the amount of $57,315.00 for engineering service related to the Towne Park/Crystal Creek 16-inch Water Main Crossing Project.
It is the consensus of the Committee to move this on to the Village Board for approval.
B. Consider an Agreement with Landscape Concepts Management, Inc. for the 2022 Tree Removal Project
This item has been removed from the agenda.
C. Consider an Agreement with DK Contractors Inc for the Kelliher & Willoughby Parks Tennis/Pickle Ball Courts Project
The bid opening for the Kelliher & Willoughby Parks Improvement Project was held on Thursday, September 1, 2022, at 10:00 a.m. The plan includes reconstruction of Kelliher & Willoughby Parks Tennis/Pickle Ball Courts. The low bid is 27% above the Engineer’s estimate. This past year has been extremely challenging to predict project bids. Two specific issues have had the largest impact.
1. Prices of all materials continuing to increase. (Mainly Concrete & Asphalt)
2. Local 150 Aggregate workers strike delays earlier this summer.
3. Contractor workload leads to higher bids
These three factors have created a constantly moving target to predict bid projects this past year. Two (2) bids were received and have been summarized below.
• Engineer’s Estimate $389,483.50
• DK Contractors Inc $530,069.00
• Schroeder Asphalt Services, Inc. $699,094.70
The bid was reviewed by staff and determined to be responsive. Several references were contacted, and it was determined by CBBEL and staff to recommend DK Contractors Inc for Kelliher & Willoughby Parks Improvements Project. The bid from DK Contractors Inc contains all the elements required within the bidding documents. They completed the Maker’s Park Bike Path spur in 2020 to the satisfaction of the Village.
We have budgeted $390,000.00 for the projects in the Park Improvement Fund. Since there is a pressing need for pickleball courts within the Village and the fact that the Willoughby courts are becoming deteriorated to the point of making play difficult, staff has decided to move ahead with constructing both projects. The bid pricing also included installing a wind screen for the pickleball courts at Stoneybrook.
The bid for Woods Creek Reach 5 came in $200,000.00 under budget. Therefore, we will use this cost saving to make up the difference in the budget price for these court improvements.
Therefore, it is our recommendation that the Committee of the Whole take action to move this matter forward to the Village Board for approval of constructing the Willoughby & Kelliher Parks Improvement Project to DK Contractors, Inc. for $530,069.00
It is the consensus of the Committee to move this on to the Village Board for approval.
AGENDA ITEM 6: Executive Session
None
AGENDA ITEM 7: Other Business
President Sosine thanked all of the Village’s Departments for their participation in a very successful Art On The Fox event this past weekend.
AGENDA ITEM 8: Adjournment
There being no further business, Chairperson Dianis adjourned the meeting at 7:49 p.m.
https://www.algonquin.org/egov/documents/1663764674_73043.pdf
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