Village of Addison Finance and Policy Committee met May 20.
Here is the minutes provided by the committee:
The Finance & Policy Committee meeting was called to order by Chairman Kluczny at 6:30 p.m. In attendance were Trustees Lynch, Hundley, O'Brien, and Theodore. Also in attendance were: Mayor Veenstra, Village Clerk Zucchero, Police Director Hayden, Finance Director Benson, Public Works Director Federighi, Community Relations Director Weiss, Historical Museum Coordinator Susan English, Human Resources Director Pinson, Purchasing Agent Hendrey, Information Technology Manager Sampey, and Village Attorney Marchetti.
1. Consideration to approve the minutes of the May 6, 2019 Finance & Policy Committee meeting
Trustee Lynch made a motion to approve the minutes of the May 6, 2019 Finance & Policy Committee Meeting, seconded by Trustee Hundley.
Motion passed unanimously.
2. Audience input regarding agenda items before the committee
None
3. Discussion of accounts payable
Chairman Kluczny stated the Finance & Policy Committee met earlier in the evening to review and approve the following:
Directive #20-03 - $1,277,228.66
Directive #20-04 - $ 50,905.74
Directive #20-05 - $ 721,496.39
Trustee Lynch made a motion to recommend approval, seconded by Trustee Hundley.
Motion passed unanimously.
4. Consideration of an Ordinance amending Chapter 3 of the Village Code to modify the number of Class "E-2," Class "D," and Class "DD-1" liquor licenses for Bigby's Pour House. Trustee Lynch made a motion to consider the Ordinance, seconded by Trustee Hundley.
Mayor Veenstra stated that Bigby's Pour House, which has been operating in town with a beer and wine license, has asked to increase the license to dispense spirits. There were no issues with the request upon review, and staff recommends granting the request.
Motion passed unanimously.
5. Consideration of an Ordinance amending Chapter 2, Article II, Division 2 of the Addison Village Code regarding Village Board Meetings. Trustee Lynch made a motion to consider this Ordinance, seconded by Trustee Hundley.
Village Clerk Zucchero stated this ordinance sets the procedure for the public when presenting to the Village Board, Committee, and Commissions. Attorney Marchetti added that there were a few minor amendments to clarify and tighten up the procedure language.
Motion passed unanimously.
6. Consideration to purchase Edge Switches for network infrastructure for the Village of Addison from nLogic Consulting LLC in the total amount of $21,147.44; funding from account #620.9962-4304. Trustee Theodore made a motion to consider this purchase, seconded by Trustee Lynch.
Manager Sampey stated the infrastructure for the outlying facilities was purchased between 2012 and 2013 when Ray Butler built a solid network using Extreme switches. They have been used with the Village's new cores, but they are now approximately six (6) to seven (7) years old, the lifespan of this electrical equipment.
Motion passed unanimously.
7. Consideration to purchase an Extreme Maintenance Contract for core network infrastructure for the Village of Addison from nLogic Consulting LLC in the total amount of $39,809.02, funding from account #620.9962-4180.: Trustee Lynch made a motion to consider this purchase, seconded by Trustee Hundley.
Manager Sampey said that the police core was purchased in 2016 and the ACDC core in 2018.
The Information Technology Department had been using older components to replace any broken switches and reusing equipment over the last three years; however, they are no longer able to do so. Staff is interested in pursuing a maintenance contract to ensure the Village has 24-hour support for all critical network equipment,
Motion passed unanimously.
8. Consideration of a Resolution approving the customer contract between the Village of Addison and the Donning Company Publishers for the reprint of the Village of Friendship Book and Addendum. Trustee Lynch made a motion to consider this Resolution, seconded by Trustee Hundley.
Director Weiss introduced Museum Coordinator Susan English. Coordinator English stated that funding for the reprint of the Village of Friendship book and addendum memorializing the Village's celebration of its centennial was discussed and approved for the 2019 budget at a cost of $17,986.00. The original book is long out of print and is in high demand.
Chairman Kluczny asked what the cost would be if a resident wanted to purchase the original book with addendum. Coordinator English said it is being retailed at $39.95, and the shorter second book will be $34.95.
Motion passed unanimously.
9. Consideration to award Contract Bid #19-4-2 for the Fullerton Avenue Water Main project to Swallow Construction of Downers Grove, IL in the not-to-exceed amount of $558,448.00; funding from account #500.5010-4503. Trustee Lynch made a motion to consider this bid award, seconded by Trustee Hundley.
Director Federighi stated that prior to resurfacing Fullerton Avenue later this summer, staff wanted to take care of any utility work. The low bid on the project was from Swallow Construction at a cost of $558,448.00, which will replace approximately 1500 of water main, including valves and hydrants. It is expected to start in about one week and should take approximately one month to complete. Staff is recommending award of the bid to Swallow Construction, who the Village has worked with in the past.
Motion passed unanimously.
10. Consideration to accept Bid #19-4-3 for Outside Laboratory Services from Teklab Inc. of Downers Grove, IL in the not-to-exceed amount of $24,004.00; funding from account #500.5032-4110. Trustee Lynch made a motion to consider this bid award, seconded by Trustee Hundley.
Purchasing Agent Hendrey stated that three (3) bids were reviewed in April 2019 for laboratory analysis services for the Village's wastewater treatment plants. Staff would like to award the bid to the lowest bidder, Teklab Inc. of Downers Grove. Teklab does not perform the biomonitoring service in house, so staff would like the option to subcontract that service from an NELAP certified laboratory in Colorado. The total for both services is still less than all other bidders on the project. The Village has worked with Teklab in the past and has been satisfied with their work. Funding for the project is available in Account #500.5032.4110. Purchasing Agent Hendrey requested the Committee's favorable consideration of the recommendation.
Motion passed unanimously,
11. Consideration to accept Bid #19-4-4 for the installation of approximately 1,000 lineal feet of cured-in-place pipe from Insituform Technologies USA of Chesterfield, MO in the not-to exceed amount $34,011.90; funding from account #500.5031-4180. Trustee Lynch made a motion to consider this bid award, seconded by Trustee Hundley.
Purchasing Agent Hendrey said that bids were opened in April for the cured-in-place pipe project, which consists of the cleaning and reconstruction of approximately 1,053 lineal feet of sewer pipe in the Village. The low bidder was Insituform Technologies of Chesterfield, Missouri. Their cost is $34,011.90, and there are funds budgeted in Account #500.5031.410. The Village has worked with Insituform many times in the past and has been satisfied with their work. Purchasing Agent Hendrey requested the Committee's favorable consideration to award the bid.
Trustee Theodore asked where this work would be done, and Purchasing Agent Hendrey said there were three (3) locations for the project, including 870 to 830 Lombard Road, 830 N. Lombard Rd to 1450 W. Byron Avenue, Itasca Road/Grove Avenue northeast to 1216 Grove Avenue.
Trustee Hundley asked how long this service will add to the life of the pipe. Director Federighi said that the lining is structural and should hold for approximately forty (40) to fifty (50) years.
Motion passed unanimously.
12. Consideration to accept the proposal of a one year contract extension of Bid #17-4-1 for Village street signs from Traffic Control & Protection Inc. of Bartlett, IL in the not-to exceed amount of $40,000.00; funding from account #100.2520-4206. Trustee Lynch made a motion to consider this contract extension, seconded by Trustee Hundley.
Director Federighi stated that this proposal would extend the contract with Traffic Control & Protection Inc., who provides the Village with the regulatory and custom printed Village of Addison traffic signs. Through this contract, any damaged or old signs are replaced. This is the second one-year extension, which was provided for in the original contract. They have proposed an increase of approximately two (2) percent due to the increasing cost of aluminum. Staff has been satisfied with their performance and prompt delivery of signs. Director Federighi requested the Committee's favorable consideration to accept the proposal.
Chairman Kluczny asked for confirmation that even with the increase, the total amount of the project was still less than the original bidders, and Director Federighi said that was correct.
Director Federighi stated that the regulatory signs are replaced every seven (7) to ten (10) years, and the Village has over 2000 signs. A few hundred signs get replaced each year based on inspection and rotation based on age. Trustee Theodore asked if the lettering would be any larger, and Director Federighi stated that it would not and still be the standard size for regulatory signs.
Motion passed unanimously.
13. Audience participation
None
14. Executive Session if needed
None needed
15. Other business, at the discretion of the Chairman
None
16. Adjournment
Trustee Theodore made a motion to adjourn the meeting at 6:48 pm, seconded by Trustee Lynch.
Motion passed unanimously.
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